Financial and Student Accounts Coordinator

3 months ago

Thunder Bay, Canada Northern Ontario School of Medicine Full time

Reporting to the Director, Financial and Procurement Services, the Financial and Student Accounts Coordinator is responsible for student financial accounts, Sponsorship invoicing, maintenance and monitoring. This position coordinates and acts as the lead for various Student Accounts Office projects and initiatives. This position is the primary NOSM University Student Accounts webpage creator and editor; drafts and edits financial policies and regulations for review by Leadership and the Registrar’s Office. Responsible for the creation of training documentation for both internal use and learner information packages and assists in the development of departmental processes and procedures.

The Student Accounts position is also responsible for maintaining registration billing tables for all NOSM University programs in collaboration with the Registrar’s Office. This position is responsible for processing of transactions for Financial Aid awards, bursaries, OSAP, Sponsorship, refunds, miscellaneous charges and account analysis.

The Coordinator is responsible to ensure integrity of data that is submitted and processed in the University’s financial information system and ensure accuracy of any entries and reports and will provide direct support to students/learners for matters relating to student account activity, and to various internal and external stakeholders for other finance related matters.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**:
Tasks may include but are not limited to the following:

- Collaborate with the Director, Financial and Procurement Services, Registrar, Director of Learner Support Services, and IT to execute plans of action and problem solving related to student finances and University processes.
- Primary point of contact for the Student Accounts Office and facilitates all inquiries and responses.
- Coordinate and function as lead for various Student Accounts projects.
- Responsible to process all NOSM University student tuition payments and refunds.
- Prepares NOSM U student registration billing tables by academic term to ensure appropriate charges and fees for all academic programs.
- Participate in NOSM U student system implementation meetings, and Colleague Users Group meetings.
- Contributes to ongoing development of processes and implementation of Financial Regulation and Policies as required. In collaboration with the Director, Financial and Procurement Services, creating and maintaining Departmental Processes, Procedures and Regulations.
- Student sponsorship activities including: creation of sponsorship records in financial system, maintaing sponsorship records, preparation of invoices for external sponsoring agencies, collection of payments, processing sponshorships to student accounts and ongoing correspondence with sponsors and students as required.
- Assists with other miscellaneous (non-student) accounts receivable activities including preparation of invoices to external agencies, correspondece, collection of payments, general ledger journal entries, and creation of reports as needed.
- For delinquent accounts, contact learners on a regular basis to ensure payment arrangement commitments are kept.
- Prepares, edits and proofreads correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, documentation and training materials as needed.
- Coordinate and facilitate departmental meetings (Student Accounts Office & The Registrar’s Office, Financial Aid and Learner Support Services).
- Using approved NOSM standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.
- Prepare cheque requisitions to payment service provider for student payments and refunds.
- Maintain NOSM University’s Student Accounts webpage. Manage all web content creation and ongoing editing.
- Maintain and update the Finance sections of the internal (SharePoint) or external websites as required.
- Provides back up for bank and revenue related transactions including deposits and accounts payable cheque runs.
- Coordinates testing of NOSM University’s Student Accounts Office financial information system as needed (software updates, patching etc.). Documents test results and findings for review.
- Maintains and updates the University’s financial system and unit databases with relevant information as required.
- Inherits priority tasks in the absence of the Financial Services Coordinator including weekly cheque runs, banking deposits, CRA and EHT tax remittances, and the creation of journal entries.
- Consults with staff, faculty, students, leaners, external stakeholders, and vendors/suppliers for matters relating to payments or other finance related requests.
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