Assistant Bursar

Overview

Engineering a world of possibilities Join Mines in an exciting leadership role in the Bursar's office!

The Assistant Bursar is responsible for managing student accounts and overseeing key financial operations, including billing, tuition, payment processing and refunds. This position supervises a team of four full-time staff members, ensuring compliance with University, State and Federal regulations while delivering exceptional customer service to students, parents, faculty and administrative departments. The Assistant Bursar plays a critical role in ensuring the accuracy, timeliness and integrity of student financial records.

Prepares and distributes accurate and timely student billing statements. Manages the administration of multiple tuition waiver programs, student refunds, special program charges and adjustments, and room and board charges. Oversees the setup and ensures compliance of various student tuition payment plans. Develops and implements effective strategies for the collection of delinquent student receivables. Performs a range of accounting functions, including student account adjustments, updates to doubtful accounts for write‑off, loan reclassification entries and related financial transactions.

Supports the Financial and Tax Reporting Department with student data to support AR Aging and Collections Analysis.

Serves as the primary point of contact for PCI DSS compliance within the Bursar’s Office; collaborates with the University’s PCI Compliance Officer and IT Security team to complete Self‑Assessment Questionnaires, risk assessments and other required documentation. Maintains current knowledge of PCI DSS standards and implements necessary procedures. Assists with the secure setup, user access management and operation of payment systems and devices, including card readers, online payment portals and point‑of‑sale systems.

Oversees the administration of annual PCI compliance training for all relevant staff. Supports the Bursar in managing the Accounts Receivable (A/R) module within the Banner SaaS system, including running monthly processing jobs and conducting system testing related to upgrades. Assists with testing and upgrades of external systems that integrate with the Banner SaaS A/R module. Provides support in compiling documentation and preparing reports for external audits and compliance reviews.

Supports audit by ensuring transactions and configurations are timely, complete, accurate and independently verifiable.

Advises students, parents and third‑party sponsors on tuition, fees and related charges, providing clear and accurate information. Manages a high volume of oral and written correspondence with students, parents, sponsors and collection agencies. Collaborates with Financial Aid, Admissions, the Registrar’s Office and other departments to resolve student account issues related to tuition, fees, room and board and loans. Investigates and responds to student account disputes, including validating debts for third‑party collection agencies or University Counsel.

Oversees third‑party sponsor receivables and maintains strong working relationships with external vendors. Responds to email and telephone inquiries with professionalism and clarity; maintains a broad knowledge of campus departments and services to effectively direct inquiries to the appropriate resources.

Supervises four full‑time staff members, providing day‑to‑day oversight, assigning duties, managing schedules, offering job training and evaluating performance to ensure high levels of productivity and service. Guides staff in addressing inquiries related to accounting entries, tuition and fee charges, waivers, prepaid tuition plans, third‑party billing, deferrals, direct deposits, refunds, loans, collections, payment processing and 1098‑T tax statements. Ensures tuition and fee information is communicated clearly to prevent misunderstandings regarding payment responsibilities.

Develops, maintains and periodically reviews departmental training programs, policies, procedures, manuals,…