Assistant Director, Student Accounts

Saint Mary’s College of California

Moraga, CA

ID: 7254278 (Ref.No. 5312826)
Posted: June 11, 2024
Application Deadline: Open Until Filled

Job Description

Job Type


Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.


Under the direction of the Director of Student Accounts, this position is responsible for the efficient and

effective organization of all functions related to billing, refunding, loan disbursement, customer service,

cashiering, collections, and record maintenance within the student accounts area in accordance with

federal law, state law, and SMC policies.

The Assistant Director works closely with the Director and the team in developing, administering, and implementing

policies and procedures relating to all aspects of Student Accounts. It serves as back up role for the

Director. The Assistant Director complies with federal regulations, particularly related to Title IV funds

and FERPA, and ensures a strong environment of internal controls.



This position is integral to the billing and collection of over $120m in tuition revenue and $18m in housing, including but not limited to the following:
  • Responsible for assisting with the creation of the Rate Tables for tuition charges, housing charges, and other fees. The tuition rate tables include thirteen unique academic levels each with different rates and rules. Tests the data to ensure data integrity. Responsible for running the daily 'biller' for two academic calendars. Ensures the accuracy of the records to facilitate the flow of information between the Business Office, the Registrars Office, Enrollment Management, the Office of Financial Aid & Scholarships, Campus Housing Office, and other related offices.
  • Ensures that charges and billing are completed according to the established accounting schedule.
  • Creates and launches the monthly payment plan in coordination with our third party vendor, Touchnet. Launches monthly eBills for graduate, professional, credential, and undergraduate students, to support ongoing cash flow and tuition reasonableness.
  • Reconciles end-of-day electronic files of tuition payments and non-tuition (marketplace) transactions.


Responsible for the disbursement of financial aid through the FA Transmittal Register. Reviews and interprets data for accuracy and works with the Associate Director(s) of Financial Aid to correct any errors.

Responsible for processing refunds in accordance with federal regulations, including Title IV and VA regulations as it relates to cash management and administration of federal aid. SMC disburses $22m in Federal Direct Loans funds. Works closely with the Athletics Compliance Department to issue monthly athletic stipends.


Responds to students, parents, faculty and colleagues regarding student billing and account issues. Responses may be in-person, over the phone, by email or by written notice. Handles sensitive situations. Resolves complaints with tact and diplomacy while projecting a positive image. Follows up and follows through with issues, complaints or questions. Enforces SMC policies regarding payment and registration deadlines and makes decisions by carefully analyzing account history and SMC policies.

Reconciles the cash drawers and petty cash fund according to established office procedures and ensures the daily deposits balance. Demonstrates consultative skills while working with internal and external constituent groups in higher education. Attends New Student Orientations.


Produces reports for various campus departments, including reports based on tuition revenue, restriction codes, or clearance codes. Works with numerous departments such as the Office of the Registrar, Office of Financial Aid & Scholarships, Office of Advising, Campus Housing, Athletics Department, and Center for International Programs to ensure consistency of data. Posts monthly late fees.

Assists the Director of Student Accounts with three reconciliations; the online student payments through Touchnet, the private loan funds through ELM, and the restricted scholarship account. Also assists with reconciling the meal plan invoice, the Jan term travel programs, and the student medical health insurance invoice.

Assists with the collection efforts and bad debt write-offs. Works with three collection agencies when delinquent accounts are referred to them. Stays on top of state and federal laws regarding the Fair Debt and Collections Act and other collection related assembly bills/laws.

Authorizes special bills for various military agencies such as ROTC, Dept of Rehabilitation, and Veterans Affairs in conjunction with the VA Certifying Official. Authorizes other special bills for students employed by Stanford, PG&E or other third parties.

Collaborates with Enrollment Management colleagues to improve, enhance, and streamline the overall student experience.


Trains student workers and other support staff and determines work priorities along with the other Assistant Director. Provides support and back-up, when needed. Protects the privacy of student financial information and assists with the fiscal year-end processing and audit reports. Attends meetings and committees to better support student services.

When required, assumes full responsibility of the department in the absence of the Director of Student Accounts.

Other Duties as Assigned

Assists with other projects such as annual audit, the production of the 1098T tax form, the uncashed checks, credit balance report, lab fees to be coded, ARTM cleanup, medical waiver processing and billing for student health insurance.
Education: REQUIRED: Bachelor's Degree PREFERRED: Master's

Experience: (years required and applicable field of experience): Three years of higher education experience managing a heavy and complex workload that impacts financial operations, accounts receivables, audit and federal regulations, and effectively meets departmental objectives. Knowledge of FERPA, Title IV regulations, Red flag rules, A-133 rules. Cash handling or payment processing experience. Knowledge of Ellucian's Colleague desired but not required.

Skills/Abilities: Knowledge of accounting standards. Must be able to communicate professionally and clearly. Excellent customer service skills. It is essential that this position handle sensitive and difficult situations with composure and in an effective manner. Ability to thrive in a fast paced environment and handle high volumes of data. Critical thinking and sound decision-making in ambiguous situations Maintain confidentiality. Demonstrates initiative. Spanish is desired but not required.

Other Requirements: (e.g. travel, weekend/evening work) Evening and weekend work required during peak times.

Supplemental Information:

Application Instructions: Please apply online at Saint Mary's Staff Career Page. Your application is considered complete if you include the following:
  1. Resume
  2. Cover letter that specifically addresses how you meet the qualifications and are prepared to support the Mission of the College
  3. The name and contact information for three (3) professional references
  4. Consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third-party background check

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all. College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws. Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, see the website here: To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Salary Description $60,000 - $70,000 annually

To apply, visit


We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.