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Financial Services Coordinator (Receivables)

Brown University
Providence, Rhode Island, United States
Salary Not Specified
Date posted
Apr 9, 2024

Job Details

Founded in 1764, Brown is a leading institution for education, discovery, and global intellectual progress as well as one of the largest employers in Rhode Island. Working at Brown brings more than just a paycheck and generous benefits; it offers an opportunity to contribute to a greater good. Join us in supporting the pursuit of knowledge and individual growth that defines higher education and enriches our community.

Job Description:

The Financial Services Coordinator/Receivables is responsible for the accurate and timely recording of all incoming University receipts from an extensive variety of sources on the University cashiering system and as necessary, non-integrated subsystems. They also process over-the-counter departmental deposits for University departments, distribute reimbursement for petty cash and travel expenses, prepare daily bank deposits and provide back-up support to other team members.

The Financial Services Coordinator/Receivables is also responsible for customer account invoice approval, processing and collection.

Financial Services Coordinators have a comprehensive understanding of the University Chart of Accounts in order to provide guidance to departments on appropriate worktags for cashier transactions.

Major Responsibility:

Responsible for customer account invoice review and approval, processing customer invoices to customer constituents and collection of delinquent accounts.

Supporting Actions:
  • Review and authorize all customer accounts transactions/invoice ensuring proper supporting worktags

  • Provide internal (department) and external (vendor) customer service – answer questions, account analysis and research, problem resolution and ensure satisfaction of service.

  • Generate and distribute daily invoices, monthly statements and delinquency letters

  • Distribute monthly reports to University departments and generate special reports as necessary

  • Work with departments and vendors to collect on unpaid past due receivables recording all action taken

  • Work with customers to ensure accounts are paid in a timely fashion. Perform collection including letters, phone calls, researching details with departments, and providing supporting documentation to customer on balances due.

  • Assist with customer database maintenance in Workday

  • Assist manager in training all new Workday Customer Accounts users and provide support to users as necessary.

Major Responsibility:

Process receipt of all payments from a variety of sources for students and borrowers, including Bear Bucks accounts, application of outside scholarships, alternative loans, parent tuition benefits, payments through prepaid savings plans, third party billed scholarships and student and employee loan payments.

Perform data entry and receipting of all other University receipts. Provide petty cash and travel and business reimbursements according to University policies and procedures.

Supporting Actions:
  • Accessing on-line subsystems (i.e. Banner, SAL-NET system, Odyssey, Workday, & others) to determine purpose and appropriate application of payments.

  • Contacting students/parents for clarification of items/payments submitted. Assisting parents, students and borrowers with questions about accounts or scholarships and giving proper direction on contacting Bursar Office or Loan Office as necessary.

  • Determine appropriate system payment codes and appropriate method of reporting credit on the student account, i.e. via receipted payment or releasing memo’d scholarship, parent tuition benefit or other memo’d item.

  • Concurrent corresponding entry of Bear Buck Deposits on cashiering system and subsystem to ensure student data in both systems reconcile.

  • Review and confirm accuracy of accounting details provided by originating departments on deposit forms. Assist with educating departments on appropriate worktags, University Cash Handling Policies and chart of account resources.

  • Process receipt of departmental deposits made over the counter and directly to the University bank.

  • Determine appropriate allocation and current amounts due for customer account and sponsor payments. Process receipt of payments in Workday.

  • Research receipts for customers and sponsors received with incomplete information for application of payment. Contact customer or University department for clarification as needed.

  • Accurately process receipt of cash obtained from Bear Bucks value ports, visitor lot parking pay stations, dining, and other areas on campus as appropriate.

  • Process reimbursement of travel and business expenses and petty cash. Ensure proper documentation has been received according to University policies and procedures.

  • Process credit card payments according to departmental policies and within PCI Compliance; Record credit card activity for merchants that require manual posting of revenue.

  • Assist Cashier Manager with reconciliation and reporting as needed.

  • Perform daily closeout, which includes:
    • Balance of cash drawer.

    • Assemble deposits in accordance with bank requirements.

    • Balance receipts for daily transactions with monies received and deposited.

    • Assemble documentation retained in office in accordance with defined procedures and retention policies.

Major Responsibility:

Responsible for all aspects of processing of gift receipts from alumni/ae, corporation, foundations, philanthropic organizations, students, families and friends of the University via various payment receipt methods

Supporting Actions:
  • Receive, process, and deposit on a daily basis all gift receipts.

  • Review all gift receipts for accuracy to ensure only gifts are processed in the gift batch. Assist in researching items where additional information is required by Gift Accounting, Advancement, or other University offices.

  • Utilize bar code reader and scanner to input daily gift activity. Enter batch totals to CashNet cashiering system utilizing accurate item and payment codes. Review and organize daily log from Gift Accounting from prior day activity; distribute Advance reports to Cashiering Analyst and Controller’s Office and others as appropriate.

  • Prepare daily bank deposit; maintain gift deposit recording log to ensure accurate batch details and audit trail.

Major Responsibility:

Other cashier related duties as assigned; provide back-up support to other members of the cashier team as needed.

Supporting Actions:
  • Open, sort and distribute mail according to departmental policies and procedures.

  • Research unidentified payments; communicate with vendors and departments to identify proper application

  • Serve as first line of contact to cashier office at cashier window; Review and respond to questions and inquiries directed to departmental via email and phone.

  • Act as Brinks liaison, place cash order requests to BOA Bank money room, and process money order requests, in manager’s absence

  • Maintain internal filing system; manage record retention by organizing shipments to offsite storage

  • Obtaining student endorsements for outside scholarships and alternative loans as necessary. Review and assemble return documentation for outside agencies as requested.

  • Assist manager with researching items as requested.

  • Assist with projects as needed

Job Qualifications

  • Associate Degree or equivalent combination of education and experience with cashiering, accounting, and/or bank teller experience

  • Excellent customer relations, previous customer service experience, and verbal/written communication skills to interact with a varied customer base and contacts with internal departments and outside entities.

  • Aptitude for working with numbers – some previous accounting/bookkeeping experience helpful

  • Strong organizational and time-management skills.

  • Ability to shift focus quickly

  • Must be detail oriented.

  • Ability to handle and complete multiple projects concurrently.

  • Ability to work as part of a team, and independently.

  • Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment.

  • Ability to learn new systems and devices quickly and adapt to rapidly changing technologies

A ll offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University

Recruiting Start Date:


Job Posting Title:

Financial Services Coordinator (Receivables)


Financial Services


Grade 7

Worker Type:


Worker Sub-Type:


Time Type:

Full time

Scheduled Weekly Hours:


Position Work Location:

Hybrid Eligible

Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact .

EEO Statement:

Brown University is an E-Verify Employer.

As an EEO/AA employer , Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.


Brown University

Founded in 1764, Brown is a nonprofit leading research university, home to world-renowned faculty, and also an innovative educational institution where the curiosity, creativity and intellectual joy of students drives academic excellence.

The spirit of the undergraduate Open Curriculum infuses every aspect of the University. Brown is a place where rigorous scholarship, complex problem-solving and service to the public good are defined by intense collaboration, intellectual discovery and working in ways that transcend traditional boundaries. As a private, nonprofit institution, the University advances its mission through support from a community invested in Brown's commitment to advance knowledge and make a positive difference locally and globally.

Brown is a leading research university, where stellar faculty and student researchers deploy deep content knowledge to generate new discoveries on those issues and many more. What sets their work apart? Collectively, Brown's researchers are driven by the idea that their work will have a positive impact in the world.

Brown students and faculty are tackling the nation’s opioid crisis. Planning the next Mars landing site. Uncovering the locations of ancient civilizations. Advising world leaders on new political models. Exploring new frontiers in multimedia arts. In each of their intellectual endeavors, our scholars and researchers are uncommonly driven by the belief that their work must — and will — have an impact in their communities, in society and the world.

We are a learning community grounded in a commitment of respect for the diversity of viewpoints that is fundamentally essential to intellectual discovery. We encourage the right of all individuals to express ideas and perspectives — and we embrace the value of vigorous debate in pursuit of knowledge.

Providence, Rhode Island — Brown's home for more than two and a half centuries — is a vibrant place to live, work and study, a stimulating hub for innovation, and a city rich in cultural diversity. 

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