Assistant Director of Student Accounts

Stony Brook, NY
Apr 16, 2017
Institution Type
Four-Year Institution
Job Description

Assistant Director of Student Accounts-1700824

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree. Three years of progressively responsible full time experience in a University or Hospital billing and collections environment. Experience with Financial & Student computer-based systems. Experience with Microsoft Office products (i.e. Word, Excel, PowerPoint etc.).

Preferred Qualifications:

Master’s Degree. PeopleSoft Student Financial experience. Experience with SUNY Financial Regulations. Experience with NYS Finance Law. Knowledge of State and Federal Financial Aid policies, procedures, and guidelines. Previous supervisory experience in a billing and/or student accounts office.

Brief Description of Duties:

Under the direction of the Bursar and Director of Student Accounts, the Assistant Director of Student Accounts is responsible for ensuring that assistance is provided concerning student billing and account questions. The selected candidate will be involved in embracing technology to streamline all processes and provide the highest level of service possible to the students, faculty, and staff. The Assistant Director of Student Accounts will be responsible for the following duties:

Serve as the functional lead for Student Financial module of PeopleSoft. Manage the supervision, access, and testing of the Student Financial module including all new updates, patches, releases.

  • Provide leadership, direction, guidance and professional development opportunities to direct reports.
  • Maintain open and consistent communication with the Bursar and Director of Student Accounts. Manage the maintenance of over 300 student financial item types (the building blocks of student financials) and the creation of new items types, as requested.
  • Responsible for payment targets for each payment and waiver item types. Produce weekly and monthly reports for the Director of Student Accounts and fellow managers.
  • Direct the maintenance of tuition and campus term fees, billing criteria, class and course fees, and tuition liability schedules.
  • Establish and manage the maintenance of tuition groups for proper categorization of general and specific billing groups.
  • Identify and correct errors in charges and waivers with the tuition calculation process.
  • Hold Weekly Student Accounts Team meetings. Chair monthly billing meetings.
  • Responsible for the analysis, development, testing, documentation, and implementation of new automated systems and processes.
  • Conduct staff training sessions; develop procedures on an ongoing basis; develop training plans.
  • Ensure that all staff is properly cross trained to maintain efficient and uninterrupted operations in Student Accounts.
  • Write staff performance programs, evaluations and meet with staff for annual evaluations. Remediate when necessary. Resolve staff, systems, and/or student related issues.
  • Manage the current and delinquent student billing process, which includes:

  • Review accounts with Collections Coordinator for submission to collection.
  • Ensure that delinquent accounts are reviewed and forwarded to our third party collection agency (RCS) and/or the Attorney General’s Office as quickly as possible in accordance with State Finance Law.
  • Prepare accounts to be written off after review and authorization by the Bursar and Director of Student Accounts.
  • Direct the back-office staff of Student Accounts.
  • Oversee the record maintenance processes for tuition and fees, other student related funds and other University funds; establish related policies and procedures.
  • Ensure appropriate internal controls are developed and maintained.
  • Oversight of the Residency Coordinator:

  • Manage the review of all requests for in-state residency for tuition billing purposes. Ensures that residency applications for undergraduate, graduate, Schools of Dental Medicine, Health Technology, Medicine, Nursing, Social Welfare, and Professional Development and determine if applicants are eligible for in-state rates (US citizens) are completed in a timely and accurate manner.
  • Direct the review applications of immigrant aliens and temporary visitors for in-state tuition eligibility pursuant to SUNY policy and Immigration and Naturalization Service (INS) requirements.
  • Oversee the review applications for students who are unable to present valid documentation of their alien status for in-state tuition eligibility in accordance with SUNY policy and New York State law.
  • Work with the School of Medicine to review potential applicants with residency inconsistencies.
  • Work with the Registrar’s Office to review residency inconsistencies in the determination of awarding NYS Tuition Assistance Program funds (TAP).
  • Departmental manager for residency policy. Responsible for having an in-depth understanding of current State policy, and for being an active participant in the shaping of that policy as it relates to the University.
  • Trains other staff in these areas.
  • Communicate office policies and payment information:

  • Oversee the maintenance of billing messages and special inserts to billing statements notifying students with outstanding balances. Present this information at monthly billing meetings prior to the messages/invoices being issued.
  • Ensure that the web site and pre-recording phone messages are updated.
  • Counsel students and their parents concerning payment options in person and over the phone.
  • Manage the billing for parking fines, which includes:

  • Direct the parking service staff.
  • Ensure returned mail is reviewed and distributed for DMV address verification.
  • Approve refunds from the Parking IFR for duplicate payments and appeals that have be granted.
  • Oversee the release of wait list enrollees for premium paid spaces in pay parking lots. Work closely with the Director of Transportation to create new premium surface lots based on waitlist needs.
  • Responsible for the issuance of approved special service permits with the approval of the Parking Relations and Appeals Manager.
  • Manage the collection for parking fines on campus.
  • Review exception reports for errors in payment of parking tickets.
  • Evaluate financial traffic holds in order for a student to register for future academic terms.
  • Lead the review of delinquent accounts and refer to the Traffic Appeals Board for salary garnishment for current employees and the third party collection agency for terminated employees. Implement the Department of Motor Vehicle scoff law for delinquent accounts.
  • Direct the investigation and review regarding all tickets and permit discrepancies from the University population.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.
  • Special Notes:

    This is a full time appointment. Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

    Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at

    Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

    About Stony Brook:

    Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

    Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

    If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

    Official Job Title: Senior Staff Assistant
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Bursar/Student Accounts-Stony Brook University
    Schedule: Full-time Day Shift 8:30 am - 5:00 pmBursar/Student Accounts-Stony Brook University
    Posting Start Date: Apr 6, 2017
    Posting End Date: Apr 20, 2017, 10:59:00 PM
    Salary: $70,000 - $90,000 (Commensurate with experience)
    Salary Grade: SL3


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