Assistant Bursar

Colorado School of Mines

9d • $74,000 - $82,500 • Hybrid

About The Position

Engineering a world of possibilities Join Mines in an exciting leadership role in the Bursar's office! The Assistant Bursar is responsible for managing student accounts and overseeing key financial operations, including billing, tuition, payment processing, and refunds. This position supervises a team of four full-time staff members, ensuring compliance with University, State, and Federal regulations while delivering exceptional customer service to students, parents, faculty, and administrative departments. The Assistant Bursar plays a critical role in ensuring the accuracy, timeliness, and integrity of student financial records. Key responsibilities include coordinating multiple tuition waiver programs, managing external charges such as room and board, administering student tuition payment plans, processing student refunds, and reviewing and improving departmental procedures. The Assistant Bursar is also responsible for ensuring compliance with Payment Card Industry Data Security Standards (PCI DSS) within the Bursar’s Office and effectively communicating updated policies and procedures to staff. Competencies for success include: • Knowledge of accounting and finance principles, practices and procedures. • Excellent written and verbal communication skills. • Advanced analytical and problem-solving abilities. • Proven attention to detail and organizational skills. • Ability to manage multiple priorities in a fast-paced environment. • Flexibility and adaptability in response to evolving institutional needs. This work is performed primarily on campus in Golden, Colorado with flexibility for hybrid work based on business need.

Requirements

• A bachelor’s degree in Accounting or related field with at least 15 credit hours of accounting classes.
• At least 3 years of professional accounting.
• Experience in an A\R module within Banner SaaS or a similar system.
• Strong analytical skills
• Strong written and verbal communication skills.

Nice To Haves

• Experience working with the CASHNet system, or a similar software.
• Experience working in a higher education institution.
• Knowledge of supervisory practices, principles and techniques.
• Experience with collections and third-party receivables.

Responsibilities

• Student Account Management Prepares and distributes accurate and timely student billing statements.
• Manages the administration of multiple tuition waiver programs, student refunds, special program charges and adjustments, and room and board charges.
• Oversees the setup and ensures compliance of various student tuition payment plans.
• Develops and implements effective strategies for the collection of delinquent student receivables.
• Performs a range of accounting functions, including student account adjustments, updates to doubtful accounts for write-off, loan reclassification entries, and related financial transactions.
• Supports Financial and Tax Reporting Department with student data to support AR Aging and Collections Analysis
• Bursar Office Administration and Systems Serves as the primary point of contact for PCI DSS compliance within the Bursar’s Office; collaborates with the University’s PCI Compliance Officer and IT Security team to complete Self-Assessment Questionnaires (SAQs), risk assessments, and other required documentation.
• Maintains current knowledge of PCI DSS standards and implements necessary procedures to ensure ongoing compliance across all payment operations.
• Assists with the secure setup, user access management, and operation of payment systems and devices, including card readers, online payment portals, and point-of-sale systems.
• Oversees the administration of annual PCI compliance training for all relevant staff.
• Regularly reviews and updates departmental procedures related to payment processing to align with evolving PCI DSS requirements.
• Supports the Bursar in managing the Accounts Receivable (A/R) module within the Banner SaaS system, including running monthly processing jobs and conducting system testing related to upgrades.
• Assists with testing and upgrades of external systems that integrate with the Banner SaaS A/R module.
• Provides support in compiling documentation and preparing reports for external audits and compliance reviews.
• Supports Audit by ensuring transactions and configurations are timely, complete, accurate, and independently verifiable
• Customer Service Advises students, parents, and third-party sponsors on tuition, fees, and related charges, providing clear and accurate information.
• Manages a high volume of oral and written correspondence with students, parents, sponsors, and collection agencies.
• Collaborates with Financial Aid, Admissions, the Registrar’s Office, and other departments to resolve student account issues related to tuition, fees, room and board, and loans.
• Investigates and responds to student account disputes, including validating debts for third-party collection agencies or University Counsel.
• Oversees third-party sponsor receivables and maintains strong working relationships with external vendors.
• Responds to email and telephone inquiries with professionalism and clarity; maintains a broad knowledge of campus departments and services to effectively direct inquiries to the appropriate resources.
• Supervision Supervises four full-time staff members, providing day-to-day oversight, assigning duties, managing schedules, offering job training, and evaluating performance to ensure high levels of productivity and service.
• Guides staff in addressing inquiries related to accounting entries, tuition and fee charges, waivers, prepaid tuition plans, third-party billing, deferrals, direct deposits, refunds, loans, collections, payment processing, and 1098-T tax statements.
• Ensures tuition and fee information is communicated clearly to prevent misunderstandings regarding payment responsibilities.
• Develops, maintains, and periodically reviews departmental training programs, policies, procedures, manuals, forms, and outbound correspondence.
• Recommends updates and process improvements to enhance operational efficiency and effectiveness.
• Conducts training for university departmental staff on Bursar Office operations, utilizing institutional fiscal rules, University policies, established accounting principles, and other authoritative guidance to ensure compliance and promote best practices.
• Office Coverage and Other Duties as Assigned Provides backup support for Bursar Office functions during staff absences, peak periods, or special projects to ensure continuity of service.
• Assists with front-desk operations, including answering phones, greeting visitors, and responding to general inquiries in person and via email.
• Participates in departmental projects and initiatives, including system implementations, process improvements, and policy updates.
• Supports Bursar and leadership team with data collection, special reports, and ad hoc assignments as needed.

Benefits

• Flexible health and dental care options
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass
• All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center.
• We are proud to have recently opened an on campus daycare center.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level