Administrative Specialist, Business Office

Position Details

Position Information

Position Title

Administrative Specialist, Business Office

Position Number

000603

Position Summary

The Administrative Specialist for the Business Office is responsible for delivering highly professional, courteous customer service to all patrons (students, staff, parents, etc.) who contact the office and provide effective administrative support to office staff.

Essential Job Functions of Position

Respond to inquiries from students and parents (within FERPA guidelines) concerning student account balances.

• Clarify the composition of student account balances, identify the need for additional information and where the information may be obtained, and identify and offer strategies for resolving questions and disputes. As appropriate, contact other departments on behalf of the student to resolve the issue.

Assist students and authorized users in using the online payment portal (TouchNet) and providing customer service at the cashier window.

Will serve as a backup cashier when a single cashier is present or when assigned.
During busy times, will work at the cashier window as assigned. (4 hours per day, every other week, or 8 hours per day).

• Cashier duties include but are not limited to receiving and receipting payments on student accounts made at the cashier window, by mail, or by dropbox. Organize and disburse checks, maintain standards of verification (obtaining signatures, requiring proper ID, date stamping check stubs, or check copies when appropriate) for excess financial aid and emergency student loans. Receive and receipt payments from University departments made at the cashier window, by mail, telephone, or dropbox. Close and balance cash drawer daily against Cashiering Session report. Submit checks to the bank via Remote Deposit Scanner, balancing bank approval(s) to session.

Responsible for answering inquiries about Perkins’ loans to ensure loan recipients are fully aware of and understand issues that affect them, options available, implications for account delinquency, and other concerns related to each individual.

• Create and maintain loan files for individuals with outstanding Perkins loan balances.
• Monitor and track loan account balances to identify delinquent accounts.
• As the liaison between students, the Perkins Loan servicing agency (University Accounting Services – UAS ), contracted collection agencies, and the Kansas Debt Recovery System assist in obtaining and relaying information that will affect the recovery of outstanding balances.

Work with students to obtain additional information and documentation to determine eligibility for Perkins loan cancellations, deferments, forbearances, consolidation loans and other repayment options.

• Compile and submit documentation to employers, UAS, and the Direct Loan Servicing Center to initiate repayment processing according to eligibility determination.
• Monitor records of Perkins bankruptcy filings and discharge dates, obtain documentation for substantiation and submit proofs of claim to lenders and other stakeholders.
• Extract reports, provide information and assist with the annual audit of the Perkins loan fund.

Respond to inquiries regarding the availability of emergency loan funds and the process to apply.

• Review loan requests and documentation. Assist students as needed to ensure the policies and procedures are followed.
• Complete and submit forms to initiate the processing of approved emergency loans.
• Release emergency loan checks to students.
• Track emergency loans’ repayment status, post late fees as necessary, and place holds on student accounts with delinquent emergency loans.

Provide general administrative support to the office which includes, receptionist duties as needed, responding to inquiries, document imaging, processing and preparing mail, and handling interoffice courier runs between departments.

Perform additional job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

• High school diploma, GED, or equivalent. One year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience.

Knowledge, Skills & Abilities

• Proficient in Microsoft Excel, Word, and Outlook.
• Effective professional interpersonal and communication skills.
• Demonstrated customer service proficiency.

Preferred

• Work experience in accounts receivable, accounting or bookkeeping.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

Special Instructions to Applicant

The interview process may require the completion of skills assessments to determine proficiency in the software and skills needed to perform the essential functions of the position. If additional testing is required, the information will be provided to candidates selected for interviews.

Advertised Pay

12.98 per hour with potential for a higher entry rate commensurate with experience

Work Schedule

Regular Business Hours

Benefits

For an overview of the excellent benefits package, Washburn provides employees visit
Washburn benefits.

• After completing 1 year of service in a benefits-eligible position, the University will contribute an amount equal to 10% of base pay into an employee’s defined contribution plan with TIAA .
• After one year of continuous employment, eligible employees may officially enroll in University courses for credit or audit without having to pay applicable tuition and fees. Law School Courses excluded.

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

EEO Statement

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Detail Information

Posting Number

S0329P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

N/A

Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/4269
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a high school diploma, GED or equivalent?
   • Yes
   • No
2. * How many years of customer service experience do you have?
   • 5 or more years
   • 2 to 5 years
   • 6 months to 2 years
3. * Do you have effective Microsoft Word, Excel, and Outlook skills?
   • Yes
   • No
4. * Do you have work experience in a higher education environment?
   • Yes, in the field I am applying for
   • Yes, but in a different field than I am applying for
   • No
5. * Do you have one year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience?
   • Yes
   • No

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents