Sponsored Student Accounts Specialist (Accounting Technician III)
Sponsored Student Accounts Specialist (Accounting Technician III)
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$ 50856 - 57012
1 Vacancy
Job Description
Department Information
Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society particularly those related to the Earth energy and the environment. Located in the foothills of the Rockies a short walk from downtown Golden Colorado Mines campus is home to a close-knit community of change makers boundary breakers and problem solvers.
Mines is proud to offer excellent benefits and perks including:
- Choice of Medical Dental and Vision Insurance plans
- Generous vacation and sick leave plus 13 paid holidays (including a week off between Christmas and New Years Day)
- Enrollment in Colorados State pension plan (PERA) and optional retirement plans
- Parental Leave and an on-site daycare center
- Reduced cost tuition for employee and family members
- Life and Disability Insurance
- Professional growth and training opportunities
- Free tickets to Mines sporting events and discounts programs through the State of Colorado
- Colorado State Employee Assistance Program
- Access to a world-class recreation center and discounted equipment rentals at our Outdoor Rec Center
- Community Alliance groups bring together employees for professional development networking and community involvement
- Access to the wealth of activities happening every day on campus nationally-renowned speakers special events and Mines traditions like Engineering Days just to name a few.
- Free RTD Ecopass
Description of Job
Summary
The Sponsored Student Accounts Specialist is responsible for managing third-party sponsorships and billing arrangements for students whose educational costs are covered by external organizations. This position serves as the primary point of contact for all third-party sponsor billing and collections ensuring accurate account management timely invoicing and compliance with University policies and sponsor agreements. The role also involves direct communication with students sponsors and internal departments to resolve account issues and facilitate efficient processing of payments.Third-Party Billing and Account Management - 50%
- Serve as the liaison between students sponsors and the University regarding third-party billing policies and account status.
- Establish maintain and monitor third-party sponsor accounts in the student information system.
- Review and interpret sponsor contracts letters of credit and memoranda of understanding to determine billing eligibility and terms.
- Generate and send invoices to sponsors in accordance with contractual terms and University billing schedules.
- Post sponsor payments and reconcile transactions to student accounts to ensure accuracy.
- Track outstanding sponsor balances and follow up on past due accounts; initiate collection efforts as appropriate.
- Coordinate with internal offices such as Financial Aid Registrar Admissions Veterans Services and General Accounting to ensure accurate student billing and compliance with funding source requirements.
Customer Service Cashier Backup and Office Email Management - 25%
- Serve as backup front-desk support greeting walk-in visitors and providing assistance with general inquiries related to third party billing payments refunds and account holds.
- Deliver exceptional customer service by answering phone calls and addressing student and parent questions related to tuition fees financial holds and general student account matters. Position must maintain knowledge of institutional policies and procedures providing guidance to students and families in alignment with University policies and procedures.
- Coordinate with internal departments (e.g. Financial Aid Registrar Admissions Housing) to resolve complex account issues and ensure timely resolution of student concerns.
- Triage and escalate complex inquiries to appropriate staff members or departments ensuring consistent follow-up and resolution.
- Monitor and manage the shared Bursar Office email inbox ensuring prompt clear and accurate communication with students families and third-party sponsors.
- Process incoming and outgoing mail including check requests payment submissions and student correspondence; maintain proper documentation and routing.
- Serve as cashier backup in the event that the cashier is out of the office.
Student AR Refunds - 20%
- Process student account refunds resulting from financial aid overpayments dropped courses waivers and other credit balances in accordance with institutional and federal guidelines. ACH refunds are processed daily and paper checks are processed once a week.
- Review and verify student accounts to ensure that refunds are appropriate and that all eligible charges have been accounted for before disbursing funds.
- Coordinate with the Financial Aid Office to confirm disbursement eligibility especially for Title IV aid ensuring compliance with federal return of funds (R2T4) regulations.
- Maintain accurate documentation of all refund transactions in student information and imaging systems (e.g. Banner OnBase Workday) ensuring audit readiness and compliance.
- Respond to inquiries from students and families regarding refund status eligibility and timing in a professional and customer-focused manner.
Other Duties as Assigned - 5%
- Provide backup support for colleagues during absences peak workload periods or special assignments to ensure uninterrupted office operations..
- Assist with departmental projects and initiatives as needed.
- Contribute to outreach efforts related to but not limited to billing deadlines payment plans registration holds or returned payments using phone email or written notices.
- Support departmental projects or events such as registration orientation or term-start activities by providing additional front-line service and logistical support.
- Participate in special projects or assignments related to accounts receivable student account management or office administration in alignment with the AR Specialist role and scope of responsibilities.
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
Residency Requirement:
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description:
H8B3XX ACCOUNTING TECHNICIAN III MINIMUM QUALIFICATIONS:Experience Only:Three (3) years of relevant experience in an occupation related to the work assigned to this position. (Experience must be clearly documented in the Work History section of your application)
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupationrelated to the work assigned equal to three (3) years (Transcripts must be attached for educational credit).Appeal Rights:
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process you may file a written appeal with the State Personnel Director.
Review of the completed signed and submitted appeal will be timely on the basis of written material submitted by you using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email atwithin ten (10) calendar days from your receipt of notice or acknowledgement of the Departments action.
For further information on the Board Rules you can refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at InformationColorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age sex gender (including gender identity and gender expression) ancestry creed marital status race ethnicity religion national origin disability sexual orientation genetic information veteran status or current military service. Further Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.
Mines commitment to nondiscrimination equal opportunity and equal access is reflected in the administration of its policies procedures programs and activities and in its efforts to achieve atalentedstudent body and workforce.
Through its policies procedures and resources Mines complies with federal law Colorado state law administrative regulations executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequalityor concerns for safety.
Are you looking for an inspiring mission-driven workplace where you can contribute to solving the worlds problems and educating the next generation of change makers Are you an individual who values arich and vibrantdiverseand inclusivecommunity where our different perspectivesandexperiences enrich the educational and work experience
Look to Mines.
Required Experience:
IC
Employment Type
Full-Time
