Fiscal and Federal Compliance Coordinator

Bowling Green State University•Main Campus (BG), OH

13d

About The Position

The Fiscal and Federal Compliance Coordinator manages student financial operations for the Office of the Bursar, with primary responsibility for student refunds, daily treasury functions, payment processing, and specialized billing. The position ensures accurate and timely processing, reconciliation, and disbursement of refunds; reviews student accounts and eligibility; resolves discrepancies; and maintains compliance with federal, state, institutional, and NACHA requirements. The coordinator also supervises and onboards student employees and cross-trains staff to support continuity and efficiency. Responsibilities include administering Title IV and Title IV Plus refunds; conducting daily credit-balance analysis; coordinating with Treasury and Financial Aid; processing and reconciling refunds through university information and payment systems; investigating returned, rejected, duplicate, inaccurate, or potentially fraudulent transactions; and communicating with students, families, financial institutions, and university departments to resolve account issues. The role maintains transaction documentation, assists with process improvements and system implementations, and supports other Bursar and Business Office functions as needed. The position also performs daily end-of-day ACH processing, reviews file transmissions and control totals, manages ACH returns and dishonors, resolves transaction failures and routing discrepancies in accordance with NACHA guidelines, manages payment plans and College Credit Plus billing, certifies scholarship, loan, and tax documentation, and performs time-administrator, unit-requisitioner, and budget-control duties. The coordinator forecasts and collaborates on start-of-term refunding processes and performs other duties as assigned. Candidates must meet one of the following minimum qualification combinations: a high school diploma and seven years of accounting and/or financial analysis experience; an associate degree and five years of such experience; or a bachelor's degree and three years of such experience. The university prefers a bachelor's degree and experience in budget management, analysis, and forecasting; refunding; higher education; federal loan eligibility; and customer service or administrative office work. Applicants must be legally authorized to work in the United States at hire and maintain authorization throughout employment; the university does not sponsor work authorization visas for this position.

Requirements

Meet one of the following: high school diploma and seven years of accounting and/or financial analysis experience; associate degree and five years of accounting and/or financial analysis experience; or bachelor's degree and three years of accounting and/or financial analysis experience.
Knowledge of higher-education business processes, including recruitment and retention, academic affairs, and student affairs.
Excellent public speaking, oral communication, and written communication skills.
Active listening skills.
Excellent time-management and organizational skills.
High-quality, compassionate, caring, student-centered counseling skills.
Ability to interact professionally with students, faculty, staff, alumni, and representatives of external agencies.
Ability to maintain confidentiality as required by federal law.
Knowledge of computer applications, including Microsoft Office, Microsoft Outlook, and PeopleSoft/CSS; ability to learn and adopt other technologies and use database, word-processing, spreadsheet, and web-based applications.
Ability to work collaboratively in a fast-paced environment and foster a cooperative, productive work environment.
Legally authorized to work in the United States at the time of hire and maintain work authorization throughout employment.

Nice To Haves

Bachelor's degree preferred.
One year of budget management, analysis, and forecasting experience.
One year of refunding experience.
One year of higher-education experience.
One year of experience working with Federal Loans Eligibility.
Three years of customer service or administrative office experience.

Responsibilities

Manage student refunds and ensure accurate, timely processing and disbursement.
Administer Title IV and Title IV Plus refunds in compliance with federal regulations.
Conduct daily credit-balance analysis and coordinate payment confirmations with the Treasury Office.
Collaborate with Financial Aid to confirm loans, scholarships, and disbursement activity.
Review student accounts for refund eligibility and verify balances, charges, payments, financial aid, and credits before releasing funds.
Coordinate refund processing through the university’s student information system, payment-processing systems, and electronic refund/payment platforms.
Monitor and reconcile refund transactions to ensure correct posting and disbursement.
Research and resolve refund discrepancies, including returned payments, duplicate refunds, incorrect amounts, outstanding balances, and account adjustments.
Process returned or rejected refunds and coordinate resolution and reissuance of funds when appropriate.
Maintain compliance with regulations and policies related to refunds, financial aid disbursements, Title IV funds, overpayments, and return of funds.
Collaborate with Financial Aid, Accounts Payable, Registration and Records, Treasury, and other departments to resolve account issues affecting refunds.
Communicate with students and families about refund status, eligibility, payment methods, returned funds, account balances, and required actions.
Maintain accurate refund transaction, adjustment, correspondence, and account-research records in accordance with university policies and retention requirements.
Identify and investigate unusual or potentially fraudulent refund activity and escalate concerns as appropriate.
Maintain knowledge of university policies, procedures, systems, and regulatory requirements affecting refunds and accounts receivable.
Assist with process improvements and system implementations to improve refund accuracy, efficiency, timeliness, and security.
Cross-train and support other Office of the Bursar and Business Office functions as needed.
Forecast and collaborate on start-of-term refunding to ensure smooth processes.
Perform daily end-of-day ACH processing, including reviewing file transmissions and verifying control totals.
Manage ACH return and dishonor processes; resolve transaction failures and routing discrepancies in compliance with NACHA guidelines.
Manage payment plans.
Manage College Credit Plus billing operations.
Supervise and onboard student employees.
Certify scholarship, loan, and tax documentation, including TL11A, OSAP, and 1098T documents.
Serve as time administrator and unit requisitioner and manage budget controls.
Perform other duties as assigned in support of the Office of the Bursar and student financial services operations.