Director of Student & Departmental Account Services

Lewis and Clark College
Oregon, United States
Salary Not Specified
Posted date
Jun 28, 2021

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Financial Affairs, Student Affairs, Financial Aid, Other Student Affairs, Student Activities & Services
Employment Type
Full Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Summary

Student and Departmental Account Services provides financial services to the entire Lewis & Clark community and external establishments by assisting in financial and accounting activities for the institution and acting as the first point of contact for inquiries regarding student and departmental accounts. The Director is responsible for supervising the staff of Student Account Specialists and the Student Accounts Coordinator to ensure the office fulfills its charge. The staff, including the Director, must demonstrate exemplary customer service skills, have a complete understanding of the policies/procedures in relation to student and departmental accounts, accurately process all funds received by Lewis & Clark, and maintain the highest level of data integrity to provide precise and accurate information to all constituents.

Supervised duties include but are not limited to set-up of necessary tables for the proper assessment and adjustment of charges, generation, and distribution of billing statements, receipting funds, posting student financial aid, approval and entry of student refunds, customer communication and outreach, invoicing for sponsor payments, reconciliation of daily cash receipts and deposits. Responsible for reconciling account receivable subsidiary ledgers to the general ledger.

Application Requirements:

  • Resume

  • Cover Letter

  • Diversity Statement - The Diversity Statement should outline your experiences with diversity, equity, and inclusion. Those experiences can include, but are not limited to, the following: lived experience as a member of an underrepresented group; experience living and meaningfully interacting with individuals with a variety of identities; and professional development or other training in diversity, equity, and inclusion. If your experiences are different from those listed and you have a commitment to diversity, equity, and inclusion, please explain how you will manifest that commitment in this position.

Description of Duties & Responsibilities

Process Management (30%)

  • Involved in administration of Lewis & Clark’s student health insurance policy: daily upload of insurance waivers, submit enrollment rosters & updates to the school’s insurance provider, process students’ requests to rescind their annual insurance waivers, point-person for petitions from students who missed the waiver deadline.

  • Ensure the school’s policy of charge adjustment is being applied correctly for all three schools.

  • Track weekly and monthly account receivables; run reports, update comparison reports, and evaluate data regularly.

  • Responsible for annual 1098T reporting requirements.

  • Ensure the school’s refund policy is being followed and review all petitions with regards to tuition and fees.

  • Review and approve all vendor invoices.

  • Create, update, and maintain all departmental payment platforms within Nelnet Campus Commerce.

  • Work with appropriate constituents when new student fees are approved to ensure they are administered, assessed and publicized appropriately.

  • Oversee proper cash control within department.

  • Perkins Loan program management.

  • AR collection of outstanding student and employee receivable balances.

  • Ensure students who register late are sent timely notice of their account status and payment expectations as well as any other relevant administrative requirements and deadlines.

  • Gather fiscal year end reports for Perkins and AR Collections and assist with cash invoice and tuition process questions.

  • Maintain departmental budget for Student Accounts, Mailroom and Print Center.

Customer Communication and Outreach (20%)

  • Send reminder notices to students of the upcoming semester payment due date.

  • Initiate the process of updating and distributing annual Financial Information and insurance postcards.

  • On-going promotion of direct deposit for student refunds, student payroll and reimbursements.

  • Responsible for updating language in school publications such as each school’s Catalog.

  • Send notices to students with account holds that will prevent actions such as class registration, release of academic transcripts, participation in housing selection, release of diploma and release of bar certification requests.

  • Respond to customer inquiries initiated in-person, over the phone, via email, etc.

Leadership and Management (30%)

  • Responsible for the selection, training, supervision, evaluation, performance management, and discipline of the department employees.

  • Provide leadership and strategic direction for department with a focus on the College's culture, mission and vision.

  • Encourage and build mutual trust, respect, and cooperation among employees.

  • Establish long-range objectives and specify the strategies and actions to achieve them.

  • Build and work with diverse teams effectively.

Cross-Campus Collaboration (10%)

  • Attend bi-weekly Leaves and Re-entries (LARC) meetings.

  • Attend weekly Administrative Cluster meetings.

  • Attend Institutional Data and Standards Council (IDSC) as needed.

  • Attend seasonal New Student Orientation (College of Arts and Sciences) meetings.

  • Present to all incoming Freshman during New Student Orientation (NSO).

  • Provide support as needed for the Summer Strategy Group and Strategic Enrollment Committee.

External Services and Regulatory Management (10%)

  • Monitor all agreements with University Accounting Services (Perkins Loan servicer), Nelnet Campus Commerce (payment plan, e-billing, refunding and payment gateway vendor), ECSI (1098T vendor), RICOH Services (Mailroom and Print Center contract), collection agencies as well as any other third-party service providers. Evaluates vendor performance.

  • Responsible for interpreting and implementing federal regulations and staying abreast of changing regulations.

  • Responsible for identifying and implementing uses of the school’s student information system that benefit data integrity as well as improve business processes and the overall service experience.

Minimum Qualifications
  • Bachelor's degree in accounting or other related field.

  • 2-5 years experience in accounting, bookkeeping, or other related field with an emphasis of supervising cash/credit management.

  • Strong supervisory and customer skills. Ability to collaborate and plan in a diverse working environment.

  • Knowledge of accounting principles and procedures in relation to accounts receivable and cash management.

  • Knowledge of federal and state procedures and laws pertaining to credit and collections.

  • Knowledge of collection tracking procedures.

  • Strong personal computer skills and experience with mainframe and PC-based applications.

  • Excellent written and oral communications skills and ability to interview and obtain confidential information.

Preferred Qualifications

  • 5+ years of related job experience

  • Knowledge of Department of Education policies and procedures pertaining to Federal Perkins Loan, and other federal student aid programs.

  • Knowledge of Excel and Microsoft Word in a Windows environment.

  • $72,500 - $79,000 DOE

  • Benefits Eligible: YES


  • 37.5 hrs/week (Full-Time)

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

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Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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