Financial Coordinator, Student Financial Services

Pay Grade: 28N

Context of Job

Under the limited direction of the Director of Student Billing, the Financial Coordinator ensures the accuracy, integrity, and compliance of all student accounts, third-party billing, and student refunds. This role is critical in managing third-party billing processes, processing student and scholarship refunds, overseeing veteran returns, and maintaining accurate and compliant financial records.
The Financial Coordinator serves as the primary financial liaison between campus departments and internal stakeholders, facilitating clear communication, resolving discrepancies, and supporting the efficient administration of refunds and third-party billing operations.

Major Responsibilities

1. Student Third-Party Billing Management

• Oversee Third-Party Billing programming and system setup, including new organization onboarding and term-based configurations.
• Manage Third-Party advancements on a term-by-term basis.
• Perform ongoing reconciliation of Third-Party billing each term, ensuring Letters of Credit are current and compliant with university policies and third-party agreements.
• Communicate regularly with students and sponsoring organizations to ensure accuracy and completeness of Letters of Credit and contractual documentation.
• Serve as liaison to the Treasury Office for Third-Party invoicing and refund processing.
• Management of Cooperative Tuition Exchange.
• Reconcile student tuition and fee charges within the student accounts system, ensuring accurate posting and timely resolution of discrepancies.

2. Student Refund Management

• Manage student refunds, ensuring timely and accurate processing.
• Management of refund Webform and updates
• Administer Title IV and Title IV Plus refunds in full compliance with federal regulations.
• Process scholarship refunds, oversee veteran-related returns, and maintain accurate, compliant financial records.
• Lead the review and resolution of student refund inquiries from TDX, SFS Team and shared tracking tools, partnering with Accounts Payable and Finance to resolve issues efficiently and improve processing timelines.
• Reconcile uncashed checks exceeding 90 days and coordinate with Accounts Payable and Finance to initiate stop payments and reissuances.
• Monitor and manage student refund indicators within the student information system.
• Conduct daily credit balance analysis and liaise with the Treasury Office for payment confirmations.
• Collaborate with the Financial Aid Office to confirm loans, scholarships, and disbursement activity.

3. Interdepartmental Communication

• Act as liaison between Accounts Payable, Finance, SFS Operations/Advising, Treasury (Cashier's Office), Financial Aid, and other departments as needed.
• Coordinate regularly with internal offices to ensure student account information is accurate and discrepancies related to charges, payments, and refunds are resolved promptly.
• Communicate with Third-Party billing students to ensure timely renewal and accuracy of Letters of Credit each term.
• Partner with the Communications team to distribute notifications regarding Third-Party billing renewals and Title IV refund processes.
• Support student billing operations to ensure accurate account management.
• Collaborate with the Data Analyst and Director of Student Billing to recommend and implement system and process enhancements.

4. Policy Compliance and Record Keeping

• Ensure all Third-Party billing, refund processes, and communications comply with institutional, federal, and state regulations.
• Monitor changes in financial regulations and billing policies to maintain compliance and implement updated procedures as necessary.

5. Miscellaneous

• Maintain, analyze, and report financial data using PeopleSoft, Tableau, and Excel.
• Develop and implement short-term goals, objectives, and operating procedures to improve workflow efficiency.
• Perform additional job-related duties as assigned.

Qualifications

• Bachelor's degree with two years of related professional experience, or an equivalent combination of education and experience. Degree in Accounting, Finance, or related field preferred.
• Analytical, detail-oriented, and quality-driven professional with a strong focus on accuracy.
• Experience gathering data from multiple sources and compiling and analyzing information with a high level of precision.
• Strong working knowledge of word processing, spreadsheet, database, and presentation software.
• Tableau reporting tools and PeopleSoft student systems experience preferred.
• Effective interpersonal skills with the ability to build and maintain positive working relationships.
• Effective organizational, problem-solving, and written and verbal communication skills.
• Ability to work independently, prioritize tasks effectively, manage multiple responsibilities, and adapt to changing deadlines.
• Skill establishing, implementing, and enforcing policies and procedures.
• Experience in student accounts and/or higher education financial aid environments preferred.
• Collaborative team player who thrives in fast-paced environments.
• Committed to fostering a cooperative and productive work environment.