Collection Administrator

McGill University•Sherbrooke, QC

3d•CA$31 - CA$39•Hybrid

About The Position

Reporting to the Manager IT Reports & Collections, Student Accounts Office, the incumbent is responsible for providing accounting services to support the recording and internal and/or external reporting of the University's financial position, and ensuring an accurate reflection of the University's financial position through the formulation, administration and implementation of generally accepted accounting principles, regulations and controls.

Requirements

Must be adaptable, assertive, dependable and persistent in order to successfully negotiate payment arrangements on a file of delinquent accounts
Must have excellent listening and communication skills and employ critical judgment
Must be a self-starter and be able to work autonomously
Must possess critical thinking and problem-solving skills
Must be comfortable working with technology and learning new systems. Demonstrates intermediate proficiency in Microsoft Excel (e.g., formulas, data organization, basic analysis) and the ability to quickly learn and navigate institutional systems such as Banner and Jira or similar ticketing platforms. Uses technology effectively to manage data, track work, and improve efficiency.
High level of attention to detail with the ability to interpret financial data, reconcile discrepancies, and ensure accuracy in reporting and transactions
Solid understanding of fundamental accounting principles, including debits and credits, posting payments, preparing, and entering journal entries, and understanding general ledger impacts.
DEC III Related Experience

Responsibilities

Perform accounting functions. Prepare financial reports related to collection activities for students on collection for tuition fees, loans or student-related charges;
Record, classify and summarize financial transactions and events in accordance with University collection policies and procedures;
Place direct phone calls and emails to customers that are past due;
Review accounts to gain clear understanding of why an account became overdue, providing feedback to management on systematic problems with the goal of contributing to more accurate invoicing;
Responsible for distribution of the Registered Not paid lists of registered students who owe fees from prior term to faculties and ES and is a main contact person for reinstatement requests;
Responsible for managing a variety of financial and confidential tasks, including: interest recalculations due to student records changes, forfeitures of deposits, feeds of student financial information, analyzing and processing the write-off amounts for students whose case-files have been closed by a collection agency or for students who have declared bankruptcy;
Provide information to staff, students, individuals and external organizations using judgment and discretion. Within clearly defined limits, may negotiate payment arrangements with students;
Verify and maintain registration and transcript holds generated for students with fees or McGill loans on collection or written off; interact with University personnel to obtain and clarify information in order to verify and investigate students' problematic case-files;
Responsible for following through on issues until resolved and may provide necessary correspondence to students, third parties or outside collection agencies;
Prepare report of payments made directly to McGill University by students on collection for overdue fees and/or McGill institutional loans and investigate record discrepancies. Responsible for reconciling student accounts records with those of the collection agency and arranging for payment of commissions. Verify statements and invoices received from collection agencies. Reconcile bad debt accounts and ongoing receivables;
In consultation with Collection Supervisor, coordinate the preparation of collection files to be shared with the University's collection agency, ensuring the integrity of data transmission and that the protection of personal information is maintained;
Ensure quality customer service for students by establishing and maintaining a good working relationship with the personnel of the University's collection agency(ies). When appropriate, inform supervisor and make recommendations on a course of action;
Responsible for compiling and managing the Student Accounts production schedule. Provide assistance with web updates of the fee tables and text content on the Student Accounts website;
Assist with preparation of standard reports for simple ad-hoc reporting requests from the Accounts Receivable user community;
Provide assistance and may train support staff in running simple queries against data warehouse views, providing them with written training documentation when required;
Participate in special projects and assists with testing for Banner module upgrades for all areas involving Student Accounts Receivable;
Use a variety of the University's relational databases by using software applications such as Banner FIS, SIS & AR, spreadsheets, financial reporting and/or statistical software or other applications in order to compile, manipulate, process and/or format data and reports;
Works in partnership with all units within Financial Services, Service Point, Student Aid and Scholarship Office, Enrolment Services, faculties/departments, as well as other appropriate units within the University;

Benefits

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits