Account Resolution Coordinator


Position Title & Department:
 Account Resolution Coordinator; Finance

Posting #
5291
Department Description: The Finance Office serves the needs of the university and its constituents.  It is supported by the Controller's Office which oversees the accounting, cashiering, procurement, and student financial services operating units.  The Tax and Compliance Office promotes compliance to federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the university's accounts payable and payroll activities.  The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.
University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.
Detailed Description:
Responsible for the preparation and administration of all USD Campus-Based Loans. Monitors online processes, including loan advances/postings and exit interviews. Completes manual processes outside of the electronic system as necessary. Maintains and ensures security of borrower files and promissory notes in separate vaulted files. Performs loan account reconciliations. Performs a variety of clerical duties for the Loan Administration Department. Responsible for coverage of the Cashier's Office for lunches and absences.

Duties and Responsibilities:
USD Campus-Based Loan Management 

• Preparation of Master Promissory Notes (MPN)
• Prepares MPN's for all campus-based loans 
• Verifies and manages self-certification process completion 
• Verifies and manages all required paperwork has been received and completed as required 
• Contacts and maintains communication with all students regarding inquiries

Monitors Online Processes

• Loan Advances:
  Monitors online process for electronic signature of loan promissory notes and disclosure statements.  For students who do not have electronic MPN's:
  • Prepares documents for USD Campus-based private loan programs per federal regulations
  • Verifies and checks student loan promissory notes for completion
  • Notifies Financial Aid upon completion
• Advance posting:
  Monitors online process to ensure (upon completion of required loan documents/processes) loan advances are
  • Disbursed by Financial Aid
  • Posted to billing system accurately

Prepares monthly reconciliations of loan accounts

• Exit Interviews:
  Monitors online exit interview process:
  • Orders reports through USD student system and forwards information to ECSI on who requires exit guidance
  • Monitors completion of exits through querying ECSI system
• Assists with in-person exits as needed
  • Refers and assists students with online exit interviews
  • E-mails and documents proper signing and completion
• Requests IT to place and remove holds on students' accounts
  • Place holds on accounts for students who need to complete exit interview
  • Remove holds on accounts for students who completed exit interview
• Requests IT to create report of Petitions to Graduate
  • Ensures proper reflection of information
  • Updates borrower records as necessary
• Reviews Withdrawal Forms, LOA and MLOA
  • Ensures proper date information
  • Updates borrower records as necessary

Cashier Coverage

• Covers the Cashier's Office to cover lunches and absences
  • Ensures adequate coverage for the customer window.
  • Ensures policies and procedures are being followed.
  • Ensures accountability of University receipts and that funds are processed within the department guidelines.
  • Ensures cash vault is adequately stocked to support USD community cash orders.
  • Inform Account Resolution Supervisor of problematic situations that require resolution.
• General Cashiering Responsibilities
  • Cash personal checks for employees.
  • Distributes One Cards and accounts payable checks.
  • Receives, verifies and inputs student and departmental deposits.
  • Verify receipts and distribute to originating department.
  • Receives, verifies and prepares refunds checks for mailing.
  • Receive, process and verify change requests.
  • Verify and maintain all cash receipts and deposits for overnight safekeeping.
  • Balances $15,000 cash drawer daily.
  • Sort, count and wrap currency and coins.
  • Contact point at the Hughes Administration Building for inquires/directions from campus visitors, parents and USD community
  • Communicate and respond to our community via phone, emails and in-person in a professional manner.
  • Apply wire transfer and Flywire transfer payments received daily.
• Serves as the main point of customer service contact for the Cashier's Office phone extension and cashier@sandiego.edu email including research and resolution of all inquiries received.
  • Research and log all checks received at the Cashier's Office and forward to corresponding department/person.
  • Performs other duties as assigned.
• Maintain petty cash fund
  • Analyze and verify accuracy and completeness of vouchers.
  • Validate authorizing signature on petty cash to authorized signers for corresponding department.
  • Monitor missing receipts and block additional petty cash until resolved.
  • Distribute and collect funds for petty cash advances.
  • Contacts corresponding departments to settle past due petty cash advances.
  • Review outstanding petty cash advances and exceptions with Account Resolution Supervisor.
  • Prepares petty cash log for the Procurement Department.
  • Submit check to bank for reimbursement of cash.

Other Duties

• General Clerical Duties
  • Answers multiple phone lines, answers questions, screens and routes calls to appropriate personnel/departments
  • Point of contact for loanadmin@sandiego.edu email including research and resolution of all inquiries received.
  • Processes incoming and outgoing departmental mail
  • Processes all payments received for loans and prepares bagged deposit.
  • Processes all collection agency loan payments and prepares bagged deposit.
  • Scans all incoming paperwork
  • Composes and types correspondence on personal computer
  • Prepares and processes materials for imaging and/or duplication
  • Responsible for checking the drop box daily
• Departmental Files
  • Updates and maintains borrower files
  • Ensures security of borrower files and promissory notes in separate vaulted files
  • Processes paid-in-full promissory notes
  • Pulls paid-in-full files, boxes them and sends to archives
• Miscellaneous Duties
  • Copying, miscellaneous correspondence, researching returned mail, skip-tracing, processing NSF/returned checks as directed and providing support to staff
  • Other duties as assigned by Supervisor

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 
Job Requirements:

Minimum Qualifications:

• High school diploma and two years of cash handling or banking background with demonstrated experience handling a large volume of cash and checks accurately.
• Ability to communicate effectively by phone or in person and through written correspondence.  Ability to make independent decisions with initiative to complete required tasks.
• Ability to maintain a high degree of confidentiality. 
• Ability to work independently with moderate supervision and perform tasks in a timely manner with good follow-through, accuracy and neatness, paying special attention to detail. 
• Skilled at prioritizing and organizing assigned duties in a detail-oriented manner.
• Accurate typing, use of 10-key calculator, copy machines and other office machines. 
• Knowledge of personal computers, Microsoft Office, and ECSI programs.
• Knowledge of Federal Perkins, NDSL, and other loan regulations and due diligence requirements.

Performance Expectations - Knowledge, Skills and Abilities:

• Excellent research and organizational skills
• Demonstrated skill in both oral and written communication 
• Knowledge of personal computers
• Ability to handle a large volume of detailed data and maintain high degree of accuracy 
• Ability to operate a 10-key calculator
• Ability to work independently
• Ability to participate as a strong member of Student Financial Services team

Posting Salary:
$22.16 - $23.27 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Special Application Instructions:
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review.  If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.
Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled 

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/497066







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