Under direction of the Bursar and Assistant Bursar, the Bursar’s Office Operation Specialist II is responsible for conducting and participating in the full cycle of student financial (SF) operations throughout the academic year. Core responsibilities include tuition and fee setup and calculation, financial aid posting, billing and collection of outstanding receivables, review and support of IRS Form 1098-T reporting, administration of the student health insurance enrollment and waiver processes, and reconciliation of tuition and fee data. This position will provide customer service to UMass Chan students on SF related questions and issues.

As needed, this position also performs payment identification and /receipting and support treasury functions such as processing remote check deposits and cash and issuing checks from the Imprest checkbook.

Additionally, this role assists with credit card and e-Commerce related activities including coordination of the annual PCI compliance audit, processing new merchant requests, and providing guidance on credit card reconciliation

Responsibilities

• Student financial related activities
  • • Perform Student Financial (SF) tasks throughout the full cycle of each academic year, including compiling tuition and fee rates for each academic program, calculating and verifying student accounts, billing, posting financial aid, processing student payments, and other transactions and managing outstanding receivables.
    • Assist with new academic term setup of tuition and fees in the SF modules in the PeopleSoft Campus Solution (PSCS) system. Test and review steps to ensure all students are charged with accurate tuition and fees each term.
    • Assist with onboarding activities for the incoming students and clearance for the graduating students.
    • Assist with student account adjustments due to course add/drop or status changes, by verifying data with other student-serving offices (Student Affairs, Registrar’s, Financial Aid), compiling adjustment worksheet, and posting adjustments to student accounts.
    • Participate in the administration of the student health insurance program (SHIP) throughout each policy year, including annual enroll and waiver process, qualifying-event enrollments throughout the policy year, file processing, and data reconciliation.
    • Process health, accident and disability premium payments to the third-party insurance companies.
    • Compile tuition and fee invoices for the internal graduate student department billing and external third-party billing (federal military divisions, VA, HRSA, National Guard, foreign embassies, and private scholarship agencies).
    • Provide customer service to UMass Chan students by promptly researching, resolving and responding to inquiries, including questions related to student account transactions, tuition waivers, impact of add/drop and status change on tuition and fees, financial aid disbursement, refunds, health insurance, and 1098-T reporting.
    • Facilitate SF reconciliations, reporting, and projects.
    • Assist with managing SF related web content.
    • While performing SF activities, adhere to relevant federal regulations governing personal and sensitive data, UMass policies, campus internal control measures, and office procedural protocols.
    • Perform other duties as assigned.
• As needed. assist with payment processing, treasury, and PCI activities:
  • • Process payment deposits by accurately identifying payment destination, creating payment receipts in the cashiering module of the PSCS system, balancing daily receipts against actual payments received, and processing cash and remote check deposits to the bank account. Maintain virtual payment receipt records on the shared drive, in accordance with office protocol.
    • Process credit card payments via the office POS machine and process reclassification journals.
    • Perform activities related to the Imprest bank account and checkbook, including managing operating cash, processing checks issued from the checkbook (e.g. payroll advances via eShip Global, emergency loans to students and residents, other emergency checks issued with valid business purposes), and balancing account as needed.
    • Assist with PCI and e-Commerce related activities, such as coordinating the annual PCI compliance audit with campus credit card merchants, processing new merchant requests to ensure all PCI compliance requirements are met, and providing guidance to campus merchants on reconciliation of credit card transactions.
    • While conducting payment receipting and treasury activities, adhere to federal and state regulations, UMass Chan and University policies, internal control standards, and generally accepted accounting principles (GAAP).
    • Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Accounting, Business, or a related major
• Minimum of 5 years of progressive experience in a business/accounting office of a higher education setting, with 3 years acting as a subject matter expert and exhibiting leadership potential
• Demonstrated knowledge and experience in administering the full cycle of student financial activities in a higher education setting.
• Demonstrated knowledge of common businesses conducted in a higher education setting and related payment types, such as revenues, donations, grants, and student payments. Solid capability in identifying, and processing payments.
• Demonstrated knowledge of accounting principles and solid skills to process journal entries, analyze and interpret financial documents such as system reports, and conduct account reconciliations.
• Expertise in utilizing Microsoft 365 apps such as Word, Excel, PowerPoint, Teams OneDrive, SharePoint, and PowerPoint. Highly proficient in designing/maintaining/analyzing spreadsheets, databases, and reports, utilizing Excel.
• Strong analytical, problem-solving skills to research and resolve operational, system, and data-related issues as they arise.
• Excellent communication and professional interpersonal skills while interacting with students, coworkers, internal/external counterparts, and senior administration. Ability to precisely articulate complex operational or system related matters verbally and in writing. Collaborative team spirit and willingness to support a diverse and inclusive campus community.
• Ability to adapt as business environments evolve. Ability to embrace and learn new technology, tools, and applications to enhance work quality and efficiency.
• Ability to work independently but seek direction when appropriate.
• Ability to complete assignments with attention to detail and a high level of accuracy.
• Ability to establish priorities and manage multiple activities and projects under pression to meet competing deadlines.

PREFERRED QUALIFICATIONS:

• PeopleSoft Campus Solution system and PeopleSoft Finance system (or other comparable ERP used in higher education)
• Microsoft 365 Copilot