Student Financial Specialist

The Student Financial Processing Specialist plays a crucial role in providing expert guidance to various stakeholders, including students, faculties, departments, and staff members within the Enrolment Services organization. Key responsibilities include processing tuition refunds, UPass administration, and UBC payments and collections. This position requires strong analytical and problem-solving skills, as well as the ability to work independently and prioritize tasks effectively.

Key Responsibilities

• Apply payments to student tuition accounts and initiate or approve tuition refund requests in accordance with UBC policy.
• Process UPass exemptions and initiate collection of outstanding tuition accounts to be forwarded to a collection agency.
• Communicate with staff, students, and external community regarding student refunds, tuition, and fees.

Organizational Status

This position reports to the Associate Director, Student Financial Management, and may also report to an analyst in the unit. The individual interacts with all other functional areas in the unit and within Enrolment Services, as well as with Associate Registrars and Directors, administrative personnel, collection agencies, and other UBC departments as required.

Work Performed

A. Tuition Administration:

1. Provides information about fee assessments and exercises judgment 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 irregularities via phone and email.

4. Communicates with 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. Monitors tuition and fee payments in Workday.

8. Prepares cheques for courier to RBC when needed, including reconciling cheques and payment slips and contacting any students with payment errors and organizing shipment.

9. Processes USD cheques for deposit and makes the required entry in Workday when needed.

10. Processes and adjusts student accounts regarding all tuition Non Sufficient Fund (NSF) cheques/EFT and assesses NSF charge for each student.

11. Responsible for approving and processing all refunds on Workday.

12. Processes refund settlement runs and monitors failed refunds for reprocessing.

B. UPass Administration:

1. Reviews and processes UPass exemption applications when needed, based on established criteria as specified in the University's agreement with TransLink.

C. Other Related Duties:

1. Performs tuition payment reconciliation between Workday student accounts and financial ledgers.

2. Reviews, understands, and communicates accurately complex regulations in the UBC calendar and other Enrolment Services publications.

3. Audits and/or prepares financial documentation for data entry into Workday, including verification of account coding, signing authorities, appropriateness of expenditures, and adherence to University policies.

4. Performs efficient and accurate Workday data entry of financial documents, including cash receipts and accounting journals.

5. Identifies and makes recommendations for improving processes.

6. Provides training and assessment of new staff, student assistants, and temporary staff.

7. Assists with special and ongoing projects.

8. Supervises temporary staff and Work Study staff as required.

9. Answers routine correspondence received by mail and e-mail.

10. Receives, opens, and distributes incoming mail to appropriate staff.

11. 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 the tuition payment plan. 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.

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 are entered correctly in Workday. 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 and assessments. 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 Associate Director, 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

High School graduation, plus two-year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

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 a 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 Workday preferred.

Excellent communication, written, oral, and presentation, and interpersonal skills required. Strong teamwork and collaboration skills required. Demonstrated experience in performing detailed reconciliations. Proficient understanding of accounting principles. Strong initiative, work ethics, and integrity required. Ability to type 60 w.p.m. and to operate normal range of operating equipment.