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Refund Specialist

San Jose State University
California, United States
Salary Not Specified
Posted Date
Feb 9, 2023

Job Summary

Under the general supervision of the Assistant Bursar, the Refund Specialist performs a wide range of accounting and analytical duties relating to student, sponsor, Franchise Tax Board, Perkins Loans, Dream Loans, and university loan refunds. The incumbent must be able to interpret state and federal regulations and campus policies and process refunds according to the published refund schedule, and as prescribed by the university policies and department procedures. Position requires maintaining detailed refund records and using reports and queries to ensure accuracy and appropriateness of refunds. This position also is responsible for the student Stop Payment/Escheatment check request process and serving as a backup to other Accounting Tech III positions. Provides quality customer service to all students, parent, staff and departments through a variety of communication methods.

Key Responsibilities
  • Process student refunds, according to federal, state and university policies
  • Process sponsor refunds when overpayments occur
  • Process SmartPay refunds
  • Liaison between the Bursar’s Office, Accounting and the Office of Financial Aid to ensure Title IV refunds are processed in a timely manner and the return of funds are identified to meet federal regulations
  • Assign and release refund holds to ensure accurate refunds are processed in a timely manner
  • Process manual refund checks when required
  • Perform check reconciliations to ensure accuracy of refund process
  • Maintain detailed refund records and compile information as needed
Knowledge, Skills & Abilities
  • Ability to analyze operational and procedural problems and develop, evaluate and recommend proposed solutions
  • Working knowledge of software applications such as word processing, spreadsheet, and database management
  • Ability to learn new systems and technological tools
  • Ability to take initiative and ownership of projects
  • Sound project management skills and ability to plan and organize multiple projects with established deliverables and timelines
  • Ability to collect, interpret, edit, and summarize data
  • Expertise in investigating and analyzing issues
  • Knowledge and competence in Microsoft Word, Excel and PowerPoint, DocuSign and Google Docs and Sheets
Required Qualifications
  • Any equivalent combination of education and experience which provides the required knowledge and abilities
  • Equivalent to four years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities
Preferred Qualifications
  • Bachelor’s Degree in related field
  • Experience in a higher education environment, such as in Bursar, Financial Aid or Student Services
  • Experience and competency with PeopleSoft Student Financials or similar software
  • Minimum of two years of reconciliation experience
  • Project management experience
  • Strong Excel and Google Doc/Sheets skills


Classification: Accounting Technician III
Anticipated Hiring Range: $4,651/month - $4,840/month
CSU Salary Range: $3,779/month - $6,632/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
  • Resume
  • Letter of Interest
All applicants must apply within the specified application period: February 9, 2023 through March 2, 2023 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at and questions may be sent to .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: February 09, 2023 (9:00 AM) Pacific Standard Time
Applications close:

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