Assistant Bursar

Pacific Northwest University of Health Sciences•Yakima, WA

20h•Onsite

About The Position

The Assistant Bursar performs day-to-day student account activities including tuition and fee billing, payments, financial aid disbursements, scholarships, refunds, reconciliations, deposits, collections, and other student financial activity. The position serves as the primary operational backup to the Bursar and independently researches and resolves student account issues within established policies and authority. The Assistant Bursar works closely with Financial Aid, Enrollment Services, Finance, and other University departments to ensure student financial activity is accurate, timely, properly documented, and reconciled between the University’s student information and financial systems. The Assistant Bursar is often the first person a student speaks with about a bill, a refund, or a hold, and approaches those conversations with patience and respect while applying University policies consistently and fairly. The position takes ownership of assigned work and follows through reliably, builds trusting relationships with colleagues in Financial Aid, Enrollment Services, and Finance, seeks and applies feedback, and understands how accurate, respectful student account service supports the success of the students PNWU serves.

Requirements

An associate degree in finance, accounting, business administration, or a related field from an accredited institution.
Three years of experience in student accounts, accounts receivable, accounting, financial aid, banking, or another related financial or administrative function.
An equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of the position.
Strong attention to detail and commitment to accuracy, with strong reconciliation, research, and problem-solving skills.
Integrity, accountability, confidentiality, and sound professional judgment, including the ability to identify discrepancies or unusual activity and escalate concerns appropriately.
Strong customer-service skills and the ability to communicate clearly, patiently, and respectfully with students and families about financial matters.
Ability to work collaboratively across Finance, Financial Aid, Enrollment Services, and other University departments.
Strong organizational skills and ability to manage multiple deadlines and cyclical workloads.
Ability to learn and effectively use student information and financial systems.
Reliability, ownership, and follow-through, with a track record of delivering accurate work on recurring deadlines.
Ability to solve non-routine problems with curiosity and sound judgment, and to recognize when a matter should be escalated.
Ability to build trusting working relationships across Finance and with departments throughout the University.
Openness to feedback and a demonstrated commitment to continuous learning and professional growth.
Emotional intelligence and flexibility in navigating change, ambiguity, and differences in communication style and workstyle.
Ability to connect day-to-day financial work to PNWU’s mission and to the students and communities the University serves.
Commitment to internal controls, documentation, process improvement, and responsible stewardship of University resources.

Responsibilities

Process and maintain student account activity, including tuition and fees, payments, credits, scholarships, financial aid, adjustments, and other approved transactions.
Review student account activity for accuracy and completeness and research discrepancies or unusual balances.
Independently research and resolve complex student account issues and discrepancies within established policies and authority, escalating significant exceptions to the Bursar.
Process approved student account adjustments and maintain appropriate supporting documentation.
Perform recurring tuition and fee billing processes and verify that charges are appropriately reflected on student accounts.
Assist with setup and testing of tuition, fees, programs, terms, and other student financial information within the student information system.
Maintain accurate and complete documentation supporting student financial transactions.
Process financial aid disbursement activity and ensure funds are accurately applied to student accounts.
Coordinate with Financial Aid to research and resolve differences between aid records and student account activity.
Review student credit balances and prepare eligible student refunds in accordance with established procedures and applicable requirements.
Process student refunds through approved electronic or other payment methods.
Research returned or rejected refunds and coordinate corrections.
Process and reconcile scholarships, loans, and other student funding activity as assigned.
Perform reconciliation of federal and other student aid activity, including applicable G5 and other funding records.
Process and post student payments received by ACH, check, electronic payment, or other approved methods.
Prepare and process assigned deposits and ensure receipts are accurately recorded in the appropriate systems.
Process and record other University receipts as assigned.
Research unidentified or unapplied receipts and coordinate resolution.
Maintain appropriate documentation and controls over payments, deposits, and other financial transactions.
Reconcile student-related deposits and electronic payment activity to bank records and the general ledger.
Perform recurring reconciliations of student account activity between the student information system, financial aid records, general ledger, bank activity, and other applicable systems.
Research and resolve reconciling items and promptly communicate unresolved or significant discrepancies to the Bursar.
Assist with reconciliation of tuition, fees, student accounts receivable, deferred revenue, financial aid, refunds, and other student-related balances.
Prepare assigned schedules and supporting documentation for monthly and year-end financial close.
Provide student account information and supporting documentation to accounting staff as needed.
Assist with research and correction of student account and general ledger discrepancies.
Serve as a primary point of contact for students regarding account balances, charges, payments, financial aid postings, refunds, and other student account questions.
Research student inquiries and provide accurate, timely, and understandable information, approaching every student interaction with patience, respect, and an understanding of the challenges many PNWU students face.
Assist students with payment processes, account requirements, and available resources.
Refer significant exceptions, disputed matters, policy exceptions, or sensitive student account matters to the Bursar as appropriate.
Maintain confidentiality of student financial and educational information in accordance with applicable requirements and University policy.
Provide professional, responsive, and compassionate service while consistently applying University financial policies and procedures, and welcome student questions and perspectives as a way to improve service.
Monitor assigned past-due student accounts and perform follow-up in accordance with established procedures.
Assist with payment arrangements and maintain related documentation.
Prepare accounts for referral to external collection agencies when appropriate and authorized.
Maintain records of collection activity and update student accounts as payments or other activity occurs.
Assist with resolution of outstanding balances that may affect registration, enrollment, graduation, or other student activities.
Assist with annual preparation, review, and distribution of Forms 1098-T and related student tax reporting.
Prepare assigned Student Accounts schedules, reports, reconciliations, and supporting documentation for financial statement, federal student aid, and other audits or reviews.
Respond to routine audit requests and assist the Bursar with research and supporting documentation.
Maintain student financial records in accordance with University policies, regulatory requirements, and applicable record-retention standards.
Follow established internal controls and segregation-of-duties requirements for student financial transactions.
Identify unusual transactions, processing errors, reconciliation issues, or potential control concerns and promptly communicate them to the Bursar.
Maintain proficiency in the University’s student information system, financial system, payment platforms, and other applications used for Student Accounts.
Participate in testing, implementation, training, and optimization of Student Accounts functionality within the student information system and other related systems.
Assist with validation of system configurations, interfaces, and converted data affecting Student Accounts.
Identify opportunities to improve billing, payment, refund, reconciliation, and student-service processes.
Assist with development and maintenance of written Student Accounts procedures, processing calendars, checklists, and training documentation.
Support transition from manual processes to efficient electronic workflows while maintaining appropriate financial controls.
Serve as the primary operational backup to the Bursar and provide continuity of Student Accounts operations during the Bursar’s absence within established policies and delegated authority.
Work collaboratively with the Bursar, Financial Aid, Enrollment Services, accounting staff, and other University departments to resolve student financial issues, and assist with training University employees regarding Student Accounts processes as appropriate.
Provide backup support for Student Accounts responsibilities as assigned and appropriately cross-trained.
Participate in Finance projects, system implementations, and process-improvement initiatives.
Take initiative and ownership for assigned work, follow through on commitments, and communicate early when a deadline or result is at risk.
Build trusting working relationships across Finance and with University departments, clarifying expectations and roles before and during shared work and including the right people in the right conversations.
Resolve differences constructively and with care, listening to understand others’ perspectives and engaging in honest dialogue when there is disagreement.
Actively seek and apply feedback, regularly ask whether the work is being done right, and pursue continuous learning and technical growth relevant to current and future responsibilities.
Connect daily work to PNWU’s mission of serving rural and medically underserved communities, understanding how accurate, well-stewarded financial information supports students and the University.
Performs job duties in accordance with safety, legal, and regulatory requirements; University policy and procedures; and accepted business practices.
Acts with the highest level of professional ethical standards in all aspects of job performance, in accordance with the mission and values of PNWU.
Understands and adheres to accreditation standards and expectations specific to the department.