Sponsor Receivables Specialist

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

Special & Sponsored Billing

Time Type:

Full time

Work Modality:

Hybrid 02 (On Campus 2 days/Week)

Union:

SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

This position helps to coordinate the proper handling (contracting, billing and collecting) of 300 to 400 sponsor accounts per semester. The position assists the Associate Director with the proper billing, collecting and administration for over 35 special programs a year. The incumbent helps to support the administration of the AIP payment plan, which includes approximately 1200 participants each year. The position assists with the billing administration requirements for the 300 to 500 Washington Semester students per semester. It interacts daily with students/parents and third party payees in solving various billing issues. It assists other University’s units in the implementing of special programs and contracts. It requires a good working knowledge of Federal Financial Aid regulations. A strong understanding of University regulations, and policies and procedures is necessary. Good analytical, problem solving, planning and organizing skills are necessary.

The position reports directly to the Associate Director and has no direct reports. The incumbent's main responsibilities include but are not limited to supporting the Assistant Director with all various billing and collection functions related to student, sponsor, and special program receivables. Overall goal for the position is to ensure the timely and accurate posting of student, sponsor, and special program receivable transactions. The position responsibilities are there to contribute to the overall office performance including service quality, reduced receivables, and fewer bad debt write-offs. The Receivables and Special Programs Coordinator will enhance the support functions associated with the university's long range goal of offering addition special programs.

Essential Functions:

1.) Sponsor Accounts

• Obtain and maintain viable sponsor contracts.
  
  
• Authorize and deauthorize sponsor accounts in accordance with properly approved contracts.
  
  
• Pay close attention to contract restrictions.
  
  
• Post required manual charges and credits to sponsor and related student accounts.
  
  
• Produce system generated and manual sponsor bills in accordance with established sponsor billing cycles.
  
  
• Conduct period sponsor account reviews and audits, with emphasis on outstanding balances, credit balances, restrictions administration, and proper postings.
  
  
• Follow-up with sponsors concerning expired contracts, contract renewals, account problems and discrepancies.
  
  
• Initiate request for authorization by Associate Director, when accounts need to be refunded.
  
  
• Ensure there is adequate and efficient filing of records (paper and electronic).
  
  
• Assist in the rapid and thorough resolution of sponsor account anomalies. Evaluate, document, and report issues to the Associate Director.
  
  
• Perform adequate notifications to students when sponsors have not paid.
  
  
• Maintain in-depth knowledge of sponsor account requirements.
  
  
• Function as a sponsor account expert that can assist in the resolution of AU Central inquiries.
  
  
• Maintain excellent internal and external customer relationships with sponsors and various university schools and offices.
  
  

2.) Special Programs

• Assist the Associate Director in making sure that all necessary special program documentation (university administration authorizations of programs, tuition and fee forms, etc.) is received, approved, entered into the system properly, and maintained for four years.
  
  
• Communicate with program administrators, sponsor agencies, organizations, schools, students, and parents in all aspects related to billing and invoicing.
  
  
• Maintain excellent customer relations with all parties involved with special programs.
  
  
• Serve as liaison with special program coordinators in obtaining rosters and approved program billing details.
  
  
• Enter approved special program postings as necessary to the students' accounts.
  
  
• Post required manual charges and credits to student accounts associated with a special program offering.
  
  
• Assist in the production of system generated and manual special program student bills.
  
  
• Help to ensure that established special program billing cycles are adhered to.
  
  
• Conduct period special program student account reviews and audits, with emphasis on outstanding balances, credit balances, restrictions administration, and proper postings.
  
  
• Assist in the follow-up with special program administrators concerning missing or inadequate authorization documents, account problems and discrepancies.
  
  
• Initiate requests for authorization by Associate Director when accounts need to be refunded.
  
  
• Ensure there is adequate and efficient filing of records (paper and electronic).
  
  
• Assist in the rapid and thorough resolution of special program account anomalies.
  
  
• Evaluate, document, and report issues to the Associate Director.
  
  
• Maintain an in-depth knowledge of the requirements associated with the various special programs.
  
  
• Function as a special program account expert in the Student Accounts Office, with special emphasis on the Washington Semester and AU Abroad programs.
  
  
• This expert will assist in the resolution of AU Central inquires.
  
  

3.) Student Receivables

• Assist in the management of the American Installment Plan (AIP).
  
  
• Properly post required and approved manual charges and credits to students' accounts.
  
  
• Assist in the production of manual and system generated student account bills.
  
  
• Help to ensure that established billing cycles are adhered to.
  
  
• Conduct period student account and bill reviews and audits, with emphasis on outstanding balances, credit balances, restrictions administration, and proper postings. Inform supervisors in a timely manner of concerns or anomalies.
  
  
• Initiate request for authorization by Associate Director when accounts need to be refunded.
  
  
• Ensure there is adequate and efficient filing of records (paper and electronic).
  
  
• Assist in the rapid and thorough resolution of student account anomalies.
  
  
• Maintain and in-depth knowledge of all the various student receivable types and requirements.
  
  
• Function as an expert in student and AIP payment plan receivables, so they can assist in the resolution of AU Central escalations.
  
  

4.) General

• Assist management in the completion of special projects and reports as requested.
  
  
• Assist with required manual mailings.
  
  
• Assist with user acceptance testing requirements.
  
  
• Participate in cross-training opportunities and requirements (FA, Reg, SA, AUC, etc.).
  
  
• Participate in staff training and development opportunities.
  
  

Position Type/Expected Hours of Work:

• Full-Time.
  
  
• Non-Exempt.
  
  
• 35 hours per week.
  
  

Salary Range:

• $25.27-$30.22 per hour.
  
  

Required Education and Experience:

• Bachelor's degree or equivalent in education, training, and/or experience.
  
  
• Must be generally proficient with the use of computers.
  
  
• Demonstrated ability to understand, document and work with business processes.
  
  
• Excellent written and oral communication skills.
  
  
• Ability to effectively communicate analytically, and be a good decision maker.
  
  
• Effective collaborative, customer service and public contact skills.
  
  
• Strong conceptual, analytical, and problem solving skills.
  
  
• Must have a lot of initiative and be self-sufficient.
  
  

Preferred Education and Experience:

• Business degrees preferred (accounting, business management, business administration etc.).
  
  
• Prior Datatel/Colleague experience.
  
  
• Experience working in a University environment: Student Accounts, Registrar, Financial Aid, or One-stop.
  
  
• Ability to develop, train, and mentor peers.
  
  
• Proficiency with MS Office (Word, Excel, Access, PowerPoint).
  
  

Additional Information:

• Hiring offers for this position are contingent on the successful completion of a background check.
  
  

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options .

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
  
  
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
  
  
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  
  
• American University is an E-Verify employer.
  
  

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.