Associate Director of Student Account Operati

Job Description

Job Description

Associate Director of Student Account Operations

Dominican University New York invites applications for the Associate Director of Student Account Operations, a key leadership role within the Office of Student Financial Services. Reporting to the Executive Director of Student Financial Services, the Associate Director provides strategic and operational oversight of all bursar functions, including student billing, accounts receivable, payment processing, collections, third-party billing, 1098T processing and financial aid disbursements. The Associate Director ensures the delivery of accurate, efficient, and student-centered financial services while maintaining full compliance with institutional policies and federal and state regulations, including Title IV of the Higher Education Act.

The Associate Director partners closely with the Registrar, Controller, and Enrollment Management to create a seamless and supportive financial experience for students and families.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Student Billing & Accounts Receivable

• Oversee all aspects of student account billing, including tuition, fees, room, board, and other institutional charges.
• Ensure timely and accurate posting of charges, payments, financial aid credits, and adjustments to student accounts.
• Manage accounts receivable functions including monitoring outstanding balances, implementing collection strategies, and coordinating with external collection agencies as needed.
• Oversee preparation and distribution of 1098-T tax forms in compliance with IRS regulations.
• Administer and manage student payment plans, ensuring timely follow-up and adherence to payment schedules.

Financial Services Coordination & Title IV Compliance

• Collaborate with the Director of Student Financial Services Compliance to ensure accurate and timely disbursement of Title IV funds, scholarships, grants, and institutional aid in accordance with federal cash management regulations (34 CFR 668.164).
• Ensure all student account credit balance refunds are issued within federally mandated timeframes.
• Serve as a resource for Title IV compliance matters related to student accounts, including Return to Title IV (R2T4) fund adjustments and overpayment notifications.
• Maintain working knowledge of PowerFAIDS and its integration with student account processes to support accurate aid posting and reconciliation.

Operations & Systems Management

• Direct the daily operations of the Student Accounts Personnel, ensuring efficient workflows, internal controls, and accurate financial transactions.
• Oversee cash management operations including payment processing, deposits, PCI DSS compliance, and daily reconciliation.
• Leverage and optimize PowerFAIDS and related institutional systems to support student account functions and reporting needs.
• Develop, document, and maintain office policies, procedures, and internal controls to safeguard institutional assets and ensure audit readiness.
• Oversee third-party billing processes, including corporate sponsors, vocational rehabilitation, and other agency billing.

Compliance & Regulatory Oversight

• Ensure compliance with FERPA, Title IV cash management rules, IRS 1098-T reporting requirements, PCI DSS standards, and applicable New York State regulations.
• Stay current with changes to federal and state regulations affecting student accounts and bursar operations; update policies and procedures accordingly.
• Support institutional audits and program reviews by preparing required documentation and responding to auditor inquiries related to student accounts and disbursements.
• Coordinate with Finance on reconciliation of student account funds to the general ledger and preparation of audit schedules.

Student Service & Communication

• Promote a culture of exceptional customer service; ensure students, families, and stakeholders receive timely, accurate, and empathetic responses to financial inquiries.
• Resolve escalated student account issues with sound judgment and professionalism.
• Develop and implement outreach initiatives to assist students with billing, payment navigation, and financial obligation management.
• Maintain and update Bursar’s Office website content and student-facing communications.

Leadership & Staff Development

• Supervise, mentor, and evaluate staff; establish clear performance expectations and support professional development.
• Foster a collaborative, accountable, and student-centered team culture.
• Ensure staff maintain current knowledge of regulatory requirements and institutional policies.
• Serve as acting authority for the Office of Student Financial Services in the absence of the Executive Director, as needed.

Institutional Collaboration

• Partner with the Registrar, Admissions, Controller, IT, and Student Affairs to support enrollment management goals and ensure seamless service delivery.
• Participate in institutional planning, policy development, and shared governance processes as appropriate.

QUALIFICATIONS

Required:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a closely related field.
• Minimum of five (5) years of progressively responsible experience in bursar operations, student accounts, or higher education financial services.
• Minimum of two (3) years of supervisory or management experience.
• Working knowledge of Title IV federal financial aid regulations, including cash management, R2T4, and disbursement rules.
• Experience with PowerFAIDS or comparable financial aid/student information systems.
• Demonstrated proficiency in Microsoft Excel and financial reporting tools.
• Strong analytical, organizational, and problem-solving skills with high attention to detail.
• Excellent written and verbal communication skills; ability to work effectively with diverse student populations, faculty, staff, and external stakeholders.

Preferred:

• Master’s degree in Accounting, Finance, Business Administration, Higher Education Administration, or a related field.
• Experience at a private, non-profit institution of higher education.
• Familiarity with NSLDS, COD, and FSA systems.
• Knowledge of IRS 1098-T reporting requirements and PCI DSS compliance standards.
• Experience supporting federal or state program reviews and/or financial audits.

Dominican University New York is a private not-for-profit institution Our heritage stresses the humanistic value of a Liberal Arts education, a commitment to social justice, and a strong belief in the need for integrity and community engagement, all in the service of preparing students to reach their potential as responsible citizens who enrich the world in which we live.

Dominican University New York is an Equal Opportunity/Affirmative Action employer committed to excellence through equity and inclusion, and, in this spirit, particularly welcomes applications from members of historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, status as a protected veteran, status as a qualified individual with a disability, or other protected category in accordance with applicable law. 

AA/EOE