Student Financial Processing Specialist

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Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This is a temporary position due to backfill of a maternity/parental leave

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

The Student Financial Processing Specialist independently provides complex information and direction to various clients including students, faculties, departments, and other staff members throughout the Enrolment Services organization regarding awards and financial assistance for post-secondary studies, tuition and UPass administration, and UBC loans payments and collections. Main duties include the support and administration of merit-based and need-based programs, such as, but are not limited to: Recommended Awards, Affiliation and Entrance Scholarships and Bursaries, Winter and Summer Bursaries, and External Awards; support and administration of government loans and grants program; accurately applying payments to student tuition and loan accounts; approving tuition refund requests, initiates collection of outstanding tuition and UBC loan accounts to a collection agency, communicates with staff, students, the UBC community, and external community regarding student tuition and fees, UBC loans, student loans and awards.

Organizational Status

This position reports to the Manager, Student Financial Management, and may also receive direction from other analysts. The individual interacts with all other functional areas in the unit and within Enrolment Services as well as with faculty members, department heads, Faculty Scholarship Chairs, administrative personnel, collection agencies, donors, external agencies, Development Office, University Counsel, and other UBC departments as required.

Work Performed

A. Awards Administration:

1. Evaluates award recommendations submitted by Faculty Scholarship Chairs, only bringing forward complex exceptions to senior staff for decisions.
2. Accesses student data, such as course load, program of study and fee payments, in order to determine eligibility for various award programs and for specific awards.
3. Acts as a primary resource for new and continuing Scholarship Chairs and assists them in understanding the University s policies and procedures for identifying candidates, awarding and disbursing funds to students.
4. Liaises with Faculty regarding award recommendations and student eligibility, requesting alternate recommendations in some cases or rationales, where appropriate.
5. Researches donor agreements and other legal documents and assists Scholarship Chairs in interpreting Senate regulations, award criteria and other specifics related to award adjudication and disbursement.
6. Synthesizes and disseminates award information to accurately inform Scholarship Chairs of the awards, their status and funds available in their programs to ensure that the University is making every effort to give out all awards to students on an annual basis.
7. Processes external awards, including assignment, amendments, cancellations and refunds.
8. Synthesizes information provided in essays, reference letters and on applications into student biographies for receptions, phone offers and publications.
9. Fields complex queries regarding external awards.
10. Evaluates applications for completeness and determines whether students meet preliminary eligibility criteria for programs.
11. Routinely modifies and creates award records and payments on the Student Information System (SIS).
12. Verifies and monitors student enrolment to ensure students are eligible for merit funding offered by donors, governments and other external agencies.
13. Produces student notices of awards and donor letters.
14. Answers inquiries by faculty and donors regarding award recommendations, calendar descriptions, and cheque production procedures.
15. Processes bulk assignments for some merit-based and need-based programs, such as, but not limited to Trek Scholarships, Go Global, Affiliation and Entrance Scholarships and Bursaries.
16. Reviews various award error reports, such as, but not limited to those in PEND state, WTRA state, failing restrictions after being offered, and disbursement errors.

B. Tuition Administration:

1. Provides information about fee assessments; exercises judgment and makes decisions to defer fees and/or remove late charges assessed to a student s account.
2. Investigates, analyzes and resolves complex problems related to fee appeals, fee assessment errors, payment errors, rejected student payments, and student instalment and tuition plans.
3. Provides expertise and assistance in troubleshooting difficult fee related questions and student account irregularites via phone and email.
4. Communicates with all students who are in arrears and about to be sent to collection.
5. Reviews and verifies outstanding accounts to be sent to collection, communicates to students, and arranges repayment plans with students within guidelines and works with the Collection Agency to collect the outstanding balance, and updates student accounts accordingly.
6. Communicates with faculties and departments regarding students who have been forwarded to the Collection Agency.
7. Accurately applies tuition and fee payments into SIS (some of the payments include, but are not limited to: debit and credit card, EFT, cheque, Passport to Education, Teacher Certificates, wires, faculty and staff waivers, upload and download bank tapes, international fund transfer).
8. Prepares cheques for daily courier to HSBC; including reconciling cheques and payment slips and contacting any students with payment errors and organizing shipment.
9. Reviews, confirms eligibility or payment, and reconciles Passport to Education scholarships, and invoices the Ministry of Education for payment, and organizes shipment to the Ministry in a timely fashion. Monitors, tracks, and follows up as required on the collection of payment from the Ministry.
10. Verifies Teacher Certificate tuition amount prior to applying it to the student s account. Informs the Education department of any changes in registration or discrepancies that may affect the removal of the certificate. Adjusts student accounts and T4As accordingly.
11. Monitors Staff and Faculty Tuition Fee waiver reports. Ensures that the number of credits requested on the staff/faculty waiver report is correct based on the information on Student Information System (SIS). Notifies Finance of adjustments to be made due to any changes in registration.
12. Processes USD cheques for deposit, and when needed, makes the required entry on the Financial Management System (FMS).
13. Processes and adjusts student accounts regarding all tuition No Sufficient Fund (NSF) cheques and assesses NSF charge for each student.
14. Verifies and ensures JVs from departments are accurately processed. Liaises with departments notifying them of the appropriate payment amounts.
15. Responsible for approving and processing all refunds on SIS and Consolidated Billing Module (CBM).

C. UPass Administration:

1. Reviews and processes UPass exemption applications based on established criteria as specified in the University s agreement with TransLink.
2. Works collaboratively with Campus and Community Planning in the administration of UPass at the Vancouver campus.
3. Works closely with AMS to ensure all subsidies (AMS, SUB, UPass) granted to students are processed appropriately and on a timely basis.
4. Works collaboratively with the Financial and Business Analyst to ensure UPass reporting to TransLink contains accurate information.

D. Government Student Assistance Administration:

1. Verifies, reports, and monitors eligibility for government loans and grants in accordance with appropriate government policies and procedures.
2. Coordinates with Enrolment Services Professionals (ESPs) on communicating to students on their change in eligibility for government assistance and problem solves with ESPs and students to resolve issues.
3. Analyzes and completes program cost and enrolment certificates for loan eligibility.
4. Reviews complex applications for StudentAid BC Programs, and out of province student assistance programs, working within federal and provincial guidelines, to advise students through their ESPs of the status of their loan applications and the factors which affect their assessments.
5. Reviews complex applications for the US federal student assistance program, working within guidelines set out by the US Department of Education, to advise students through their ESPs of the status of their loan application and the factors which affect their assessments.
6. Provides initial evaluation of eligibility for US direct loan program, and follows up with students through their ESPs to ensure eligibility criteria are met.
7. Defers tuition payment deadlines based on established dates and criteria for students with an approved Canadian federal and provincial student loan or US direct loan.
8. Codes relevant data regarding student aid on SIS.
9. Works with the Manager, Student Financial Support to interpret and advise ESPs, students, and the public regarding government financial assistance programs based on federal, provincial, and US acts, complex dynamic regulations, and guidelines that change on a regular basis.
10. Ensures the responsibilities and obligations of the government terms and conditions are communicated to students through their ESPs to enable them to receive assistance and ensure they abide by government regulations.
11. Updates the US loans access database, and releases and disburses government assistance as appropriate.

E. UBC Loans Administration:

1. Accepts cash and cheques for UBC loan payments, and issues receipts.
2. Communicates with students and their respective guarantors who are in arrears and about to be sent to collection.
3. Reviews and verifies outstanding accounts to be sent to collection, works with the collection agency to collect the outstanding balance, and updates student loan accounts accordingly.
4. Accurately applies UBC loan and advance payments into SIS (some of the payments include, but are not limited to: Interac, EFT, cheque, bank draft, cash).
5. Prepares cheques for daily courier to HSBC; including reconciling cheques and payment slips and contacting any students with payment errors and organizing shipment.
6. Processes and adjusts student loan accounts regarding all loan NSF cheques and assesses NSF charges.
7. Performs the monthly UBC Loans reconciliation statements.

F. Other Related Duties:

1. Performs T4A reconciliation between FMS and SIS for awards and tuition waivers. Prepares amended T4A slips to reflect award and tuition waiver adjustments where required. Answers inquiries and provides information and assistance to students and parents regarding issues about T4As.
2. Performs tuition payment reconciliation between FMS and SIS.
3. Reviews, understands and communicates accurately complex regulations in the UBC calendar and other Enrolment Services publications.
4. Audits and/or prepares financial documentation for data entry into FMS PeopleSoft including verification of account coding, signing authorities, appropriateness of expenditures, and adherence to University policies.
5. Performs efficient and accurate FMS data entry of financial documents including cash receipts, journal vouchers, domestic and international travel claims, purchase requisitions and requisitions for payment. Ensures timely processing of these payments and transfers.
6. Coordinates event and workshop organization including booking rooms, maintaining registrant lists and fielding questions, contacting speakers, calling for synopses, scheduling, creating handout packages and nametags, working out logistics, etc.
7. Identifies and makes recommendations for improving processes.
8. Provides training and assessment of new staff, student assistants, and temporary staff.
9. Assists with special and ongoing projects.
10. Supervises temporary staff and Work Study staff as required.
11. Answers routine correspondence received by mail, fax and e-mail.
12. Receives, opens, and distributes incoming mail to appropriate staff.
13. Performs other duties in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

Judgment is exercised based on thorough knowledge and interpretation of established University policies and procedures for the administration of merit and need-based programs and federal and provincial policies and procedures for the administration of government student assistance. Failure to follow award criteria may result in donor dissatisfaction, loss of donations, and cancellations of donor agreements with the University and may also lead to legal proceedings against the University. Failure to follow federal and provincial regulations may lead to compliance issues with the funding authorities. A combination of experience and good judgment is required to be intuitive as to whether things are correct or not (e.g. working on core duties or on projects). Judgment is essential to determine whether they have all the facts required before making a decision or a recommendation (e.g. deciding on eligibility for awards).

Attention to detail and thorough knowledge of UBC policies and procedures is critical. This position is responsible for ensuring that tuition fee assessments and payments and loan and award assignments are entered correctly in SIS. Errors could result in incorrect processing of student assessments and payments resulting in significant financial implications for the University as well as late charges/interest charges being assessed incorrectly to student tuition accounts.

This position interacts with various departments, faculties, and other Enrolment Services units and is responsible for responding to diverse questions concerning University and office policy and procedures on fee payments, assessments, loans and awards processing. All information must be accurate and provided in a respectful, timely and supportive manner. Failure to provide service that meets these standards affects public perception of Enrolment Services and the University.

Supervision Received

Reports to the Manager, Student Financial Management. Works independently within established policies, procedures and accepted practices.

Supervision Given

May oversee and direct the work of student staff or temporary staff and be responsible for the accuracy, production and control of their work. May have input into staff selection and performance evaluation of employees. May participate in the training of new employees at this and lower classifications.

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

High School graduation and two year post-secondary diploma andCGA/CMA Level 24 years related experience or the equivalent combination of education and experience. Strong analytical and problem solving skills. Ability to interpret, apply, and make decisions within complex guidelines and regulations.Ability to work independently and strong organizational skills.Ability to multi-task, work under pressure and prioritize work to meet deadlines.Ability to adapt to changing priorities.Knowledge of university financial and student systems, policies and procedures.Detailed-oriented and ability to maintain high degree of accuracy.Extensive knowledge of spreadsheet (Excel) applications and a thorough knowledge of other personal computer software and the Web. Working knowledge of integrated financial and human resource application software packages (PeopleSoft preferred), and Student Information Systems (SIS).Excellent communication (written, oral and presentation) and interpersonal skills required.Strong teamwork and collaboration skills required.Demonstrated experience in performing detailed reconciliations and a proficient understanding of accounting principles.Ability to exercise tact and discretion.Ability to maintain confidentiality. Strong initiative, work ethics and integrity required.Ability to type 60 w.p.m. and to operate normal range of operating equipment.