Associate Bursar - Financial Services - UWW INTERNAL ONLY - 17621

This posting is no longer available.

ATTENTION:

The Financial Services department at the University of Wisconsin - Whitewater is seeking an Associate Bursar (Associate Bursar/L, J20FL).

This is an internal posting for current UW-Whitewater employees. Applicants who currently are not employed by UW-Whitewater in a qualifying category (USTE, University Staff, Academic Staff, Grad Assistant, Faculty, Limited) will not be considered. After review of internal applicants, the position may be opened for public application.

This will be a fixed term annual appointment and reappointment for subsequent terms is dependent upon needs of the position, university funding and external forces.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, your mapped job title is: Associate Bursar (FN009). Job duties and responsibilities will remain the same. This job title will go into effect November 7, 2021. For more information contact your supervisor or please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/.

JOB DETAILS:

The Associate Bursar is the supervisor for the full-time Financial Specialists assigned to the Student Financial Services unit. This position monitors or assists in completing work done in that unit and assigns the rotation of the staff between the various tasks. Daily work could include complex analysis of accounts, assisting in information technology projects, or assisting with workload needs in the unit depending on the time of the year. The employee is required to know FERPA guidelines for confidential information, imaging and document storage techniques, appropriate cash handling processes, State and UW System collection requirements, and UW System, federal, state, and campus policies and procedures. This position reports to the Bursar and works standard customer service hours of 7:45 a.m. – 4:30 p.m.

QUALIFICATIONS:

Minimum Qualifications:

• Bachelor's Degree in a business related field OR 5 years of commensurate training & experience

Desired Qualifications:

• Supervisory Experience

Knowledges, Skills and Abilitites:

• Demonstrated exceptional people skills to work with all levels of staff, students, parents, and general public.
• Demonstrated exceptional customer service aptitude and ability.
• Proficient in the use of computer technology, including Microsoft Office (specifically Word, Excel).
• Ability to multitask, manage projects, and meet deadlines.
• Keen attention to detail and understanding of adequate supporting documentation for transactions.
• Ability to work with individuals from diverse socio-economic, cultural, and ethnic backgrounds.
• Ability to understand federal regulations; develop and implement procedures to comply with them.
• Knowledge of collection policies, practices, procedures and laws; analytical and negotiation skills.
• Knowledge of accounting and bookkeeping principles, practices and processes, such that would be obtained from formal training and years of experience in accounting/finance.
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
• Willingness and ability to be an active participant in following applicable safety rules and regulation, including necessary training and drills.

RESPONSIBILITIES:

40% A. Supervise Student Financial Services

1. Coordinate the work to be completed by the Financial Specialists. Assign rotation and ensure staff work in assigned areas for the rotation cycle is completed.
2. Work with Financial Specialists to discuss previous rotation and identify training issues to ensure smooth transition to the next rotation group.
3. Work with Financial Specialists to resolve problem cases encountered that they are unable to resolve themselves.
4. Complete work in unit as needed to fill in for vacancies, vacations, illness, etc.
5. Provide training to staff and students when issues are found in the work they perform, or when new staff are hired.
6. Review and update the calendaring document for all tasks to be encountered during the year. Ensure procedures exist, the task is on the calendar in correct timeframes, and all Specialists are trained on tasks.
7. Coordinate imaging of documents processed to ensure it is kept up to date at all times.
8. Evaluate work of the Financial Specialists annually.
9. Coordinate morning processes and set up for the day.
10. Oversee the reviewing of GL output reports and follow up on any variances from the prior day’s activities. Coordinate resolution of any problems before information is loaded to GL.
11. Oversee the review of student refund edit reports, identify discrepancies and issues, and facilitate corrections as needed.
12. Oversee the customer service windows, ensuring appropriate customer service is maintained by Financial Specialists and student workers.
13. Assist staff and students as necessary to handle disgruntled customers in a professional, compassionate, calm manner and advise them on the issues discussed, or take interest in ensuring their issues are resolved by another staff member when needed.
14. Research complex questions on student accounts to identify remedies for any activity that may not appear to be correct or that may need follow up with other departments or staff.
15. Review and process department requests for waivers and removal of charges. If requests are for corrections of errors, ensure the corrections are documented and approved by authorized department staff before correcting. Forward unusual or other types of adjustment requests to Bursar for review and approval.

35% B. Collections, Perkins

1. Oversee collection follow up activity on defaulted accounts including Perkins Loans and general Accounts Receivable debt. Stay current on collection policies and regulations. Take appropriate actions to collect outstanding balances.
2. Schedule and process collection and default notices to be sent to students past due on their accounts.
3. Add/release holds on student accounts as delegated, or as authorized by the Bursar.
4. Work with former students to establish special payment arrangements for those that have not paid their balance before leaving the University. Confirm these payment arrangements in writing, and follow up on all subsequent payments made.
5. Ensure staff and students maintain updated information in the collections module within the Student Information System on all communications with debtors and payment arrangements.
6. Review accounts before placing with a collection agency (first placement – SDC) for collection to ensure all balances are accurate.
7. Update balances in accounts returned by SDC to prepare for further collection placement.
8. Ensure qualified past due debts are placed with the Wisconsin Department of Revenue’s Tax Refund Intercept Program (TRIP). Quarterly, review balance in TRIP versus student accounts and update as needed.
9. Forward returned delinquent accounts to another collection agency.
10. Prepare/adjust accounts for legal action such as bankruptcies, judgments, and garnishments. Establish appropriate holds, enrollment stops, and other collection procedures.
11. Oversee collection activities with third parties including, but not limited to, DVR, private agencies, school districts, and veterans benefits according to their specifications. Act as liaison with agencies and monitor accounts returned for proper holds on student accounts.
12. Assist in the development and implementation of modifications to collections software, specifically working with communications updates and ability to archive all communications dealing with collection activity.
13. Monitor and communicate collection agency activity. Approve accounts for legal action and/or bankruptcy.

10% C. Student Communications

1. Coordinate the distribution and documentation of mass communications to students –informational, contact and collection efforts, default notices, etc.
2. Maintain updated information in the current collections system and review for accuracy and improvements.
3. Coordinate the archiving of communications and other documents in accordance with federal and state regulations.
4. Review publications and documents prepared for students, campus depts., etc. These could include Financial Facts, website information, Salute to Grad, workshop materials, etc.
5. Present student account information in orientation and preview sessions for new students.
6. Oversee the maintenance of accurate information on the Student Financial Services website pages.

10% D. Student Information System (SIS)

1. Work with the IT Business Analyst on all projects for implementation of improvements, enhancements, and efficiencies in the Student Financial Services processes. Assist in development and test modifications to the SIS as they pertain to functionality and information.
2. Work with IT Business Analyst as needed to ensure schedules for billing statements, credit contracts, statement of accounts, and other processes are completed as needed.
3. Work with IT Business Analyst to understand functional and daily SIS requirements, functional design of fee setup, and billing processes.
4. Perform SIS processes in the absence of the IT Business Analyst.

5% E. Miscellaneous Responsibilities

1. Approve Enrollment Deposit refund requests, and oversee timely processing.
2. Assist with annual 1098-T tax processes.
3. Complete monthly financial aid reconciliation
4. Compile reports annually, quarterly as requested
5. Assist in development and maintenance of up-to-date policies and procedures for department tasks.
6. Complete other duties as assigned.

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:

The University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

The University of Wisconsin - Whitewater has the authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 Crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW-Whitewater policy and procedure.

TO ENSURE CONSIDERATION:

Applications received by October 19, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu 

For questions regarding this position, please contact:

Katie Patterson
Bursar
262-472-4947
PattersoKM21@uww.edu

TO APPLY:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 17621.

THIS IS AN INTERNAL-ONLY POSTING.

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