Hybrid Student Account Supervisor at Southwestern Oregon Community College, OR

About the Department

The Student Accounts Supervisor oversees the Laker One Stop department and its staff, managing all aspects of student accounts, including billing, collections, refunds, deposits, record maintenance, and non-student receivables. Reporting to Business Services, the supervisor collaborates with the Financial Aid Office and other student services departments while providing leadership and guidance to the student accounts team. The supervisor communicates student account policies, requirements, and updates to relevant internal and external stakeholders. They maintain a comprehensive understanding of federal, state, and institutional policies related to student registration, academic records, external reporting, and compliance. This role requires close collaboration with faculty and administration to ensure efficient operations.

Position Duties

Leadership and Administration (Approx. 50% of time)

1. Oversee the student accounts team to ensure responsive, high-quality service for account inquiries, disputes, and payment options. Supervise and support Student Accounts Navigators, setting goals and standards that foster effective relationships with students, parents, faculty, staff, and other revenue contributors.
2. Direct the day-to-day activities of the Laker One Stop; including hiring, evaluation, and supervision of staff. Ensure areas of responsibility operate effectively within the policies and procedures of the Colleges.
3. Provide leadership in developing departmental goals and objectives. Manage department budgets and authorize expenditures in collaboration with Business Services. 
4. Maintain robust internal controls for cash handling, ensure accurate transaction records, and supervise the cash receipts process for revenue collection. Collaborate with Business Services to implement best practices and controls for cashiering and receipting activities.
5. Provide ongoing training and professional development opportunities for the student accounts team.
6. Develop and maintain a comprehensive system for student submission of all documents relevant to their student record at Southwestern. 
7. Work in collaboration with the Registrar and the Director of Financial Aid to process forms submitted to various department. 
8. Participate in annual internal and external audits. 
9. Serve as a module manager for the college wide information system to maintain billing tables with the Registrar & ITS to maintain and update student accounts modules. 
10. Assist with Third-Party Sponsor billing, serve as a backup for invoicing.
11. Serve on student success committee, annual graduation committee, and welcome week committee.

1. Oversee the student refund process and issue refunds in the absence of staff.
2. Manage collection efforts for current balances owed to the College and coordinate the assignment of past-due receivables to collection agencies.
3. Maintain comprehensive knowledge of all activities related to student billing and cash receipt systems. Manage receipt codes, system setup, and staff access in collaboration with Business Services.
4. Provide guidance, investigate errors, and assist in resolving issues related to student accounts.
5. Address student account inquiries, concerns, and complaints, meeting individually with students and parents to resolve issues and referring them to appropriate departments or external agencies as needed. 
6. Develop and deliver engaging financial education content to students to promote understanding of college costs and financial obligations. 
7. Maintain the Student Accounts Office website, updating policies, payment procedures, instructions, and tuition and fee schedules for each period. 
8. Participate in orientation programs, presenting student account information to new students and families as needed.
9. Serve as the student accounts liaison to the Office of Financial Aid, Registrar, Residence Life, Athletics, and other relevant departments. 
10. Ensure institutional policies align with financial regulations and comply with federal and state regulations (e.g., FERPA, Title IV). 
11. Collaborate with IT to ensure accurate and timely preparation and issuance of IRS Form 1098-T for all eligible students. Address student and parent inquiries regarding 1098-T content, corrections, and eligibility.

Minimum Qualifications

REQUIRED QUALIFICATIONS 

Education: Bachelor’s degree in related field. May be substituted by holding an Associate’s degree in a related field with two (2) years of supervisory experience. 

Experience: Three (3) years progressively responsible, professional experience in a business or accounting setting with at least one (1) year of supervisory experience. 

Successful applicants for this position must possess the following knowledge, skills and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:

• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to listen sensitively and to calmly interact with individuals who may be upset and require special attention. Ability to work collaboratively with other constituencies: faculty, staff, students, agencies, etc.
• Computer literacy needed for the position: word processing, database, spreadsheet, testing software, scanning, and student information system and communications management. Ability to extract data and compile graphs and reports as needed. 
• Ability to work effectively and sensitively with individuals of diverse cultural backgrounds and perspectives, and abilities.
• Demonstrated organizational skills with the ability to adapt quickly and smoothly to continuous changes in federal, state, and college regulations, policies, and procedures.
• In-depth knowledge of FERPA and records security. Must be able to maintain confidentiality of department records and/or information as requested.
• Good analytical skills and the ability to create innovative solutions to space management requirements.
• Ability to perform data entry in college-wide Student Information System, word processing, and spreadsheet applications. Exhibit a high level of computer literacy, sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports. Sufficient manual dexterity to be able to operate office computer, typewriter and calculator. Advanced knowledge of Microsoft Office.
• Requires the ability to perform all of the duties of the position effectively and efficiently with minimal supervision. Ability to work with time deadlines and a high level of accuracy using independent judgment.
• Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve confrontations and gain cooperation.
• Knowledge of computerized student information systems, computer applications in admissions/registrar services, related technologies, and experience with systems development, implementation, and enhancement.

PREFERRED QUALIFICATIONS

Applicants for this position possessing one or more of the following knowledge, skills and abilities with receive preferred consideration through the selection process.

• Jenzabar experience.
• Experience working in a higher education environment. 
• Bachelor’s degree in accounting, business, computer information systems.

Other Qualifications