Associate Director of Student Accounts and Compliance

The Student Financial Services Associate Director Student Accounts and Compliance, plays a key leadership role in ensuring compliance, accuracy, and efficiency across the student billing and student tax reporting functions of the university. This role is responsible for oversight of 1098-T tax form processing, textbook charges, all payments, Military partners, and third-party billing, audit coordination, contract and agreement review, and support for international student withholding tax compliance. The Associate Director works collaboratively with campus partners, including Student Success, Student Life, Public Safety, Parking, and Military Affairs to implement best practices and maintain regulatory compliance.

Key Responsibilities:

Contract & Invoice Management

• Serve as the final reviewer for contract documents prior to submission to Enrollment Management leadership for approval and processing.
• Oversee contract management for:
  • Education Service Agreements (ESAs) across military branches, including Post-9/11 and Navy programs.
  • External collection agencies (Educational Computer Systems Inc.(ECSI), Williams & Fudge and internal partners (Recovery Select).
• Ensure annual compliance and renewal of agreements for military and veteran education benefits.
• Ensure timely and accurate payment of Barnes & Noble invoices.
• Review and approve departmental invoices, including those for:
  • External agencies (Educational Computer Systems Inc.(ECSI), Rochester, Collection Agencies).
  • Partner vendors (e.g., Barnes & Noble).
• Submit and monitor purchase orders and payments using CUBuy Plus.
• Complete GradGuard tuition validation forms upon claim submission.

Audit & Compliance Oversight

• Manage internal and external audits related to student accounts, revenue processing, record retention, and financial operations.
• Internal audit responsibilities include:
  • E-Commerce module implementation oversight.
  • Control reviews of revenue processing.
  • Record retention policies.
• Respond to external auditor requests and ensure complete documentation of student account records.
• Maintain readiness and compliance with federal, state, and institutional audit requirements.
• Manage and execute the university's annual Statement of Financial Responsibility process to ensure student compliance.
• Oversee the technical setup for the annual 1098-T tax form process: rule setup, category updates, and test/official processing.
• Lead preparation, validation, and distribution of 1098-T tax forms to students and families.
• Oversee accurate IRS electronic submission of 1098-T forms in compliance with federal guidelines.

Collections & Delinquent Accounts

• Manage Recovery Select and external collection agency processes for delinquent student balances.
• Coordinate with agencies on settlement offers, media requests, e-sign verifications, and account disputes.
• Maintain and review final demand documentation and open balance reports.
• Support collection agency litigation by providing documentation such as payment history, Master Promissory Notes, contact notes, financial agreements, and signed exits.
• Submit and manage bankruptcy documentation to Educational Computer Systems Inc (ECSI) or Recovery Select; coordinate with Legal to file claims or reinstate loans post-dismissal.
• Answer Collection Agency questions, review reports, and approve/esign last statement requests.

Military Affairs

• Serve as liaison with the Military & Veteran Affairs Office on tuition discounts and Chapter 33/Yellow Ribbon program processing.
• Ensure accurate posting and recordkeeping of military-related tuition payments.

Tuition Assessment, Exemptions & Remissions

• Manage the exemption process across 16 departments and administer special circumstance exemptions as directed.
• Process program remissions (Honors, COU390, etc. ).
• Assist in Assessment testing.

Loan Management

• Provide documentation and approvals for litigation support, deferment, disability, and death claims.
• Submit deferment forms, death certificates, and Total and Permanent Disability (TPD) notices to Educational Computer Systems Inc (ECSI).
• Approve and sign the Total Permanent Disability loan verification paperwork for assignment.
• Track and submit judgments and legal documents required for special servicing conditions.
• Oversee the Alternative Loan certification process.

Documentation

• Coordinate cross-functional documentation for audits, external agencies, and internal reporting.
• Maintain all documentation for 1098-T tax form setup and all other processes that they oversee.

Qualifications:

• Bachelor's degree in accounting, business, higher education or a related field (Master's preferred).
• Minimum of 5 years of experience in student financial services or higher education finance.

Knowledge, Skills & Abilities:

• Experience with audits and compliance reviews.
• Knowledge of federal and state financial regulations.
• Knowledge of accounting and accounts receivable principles, methodology, and practices, as well as cash management principles, systems, procedures, and standards.
• Current knowledge of financial aid regulations, alternative lending, fair credit, and collections laws.
• An advanced understanding of Banner Student Accounts Receivable, as well as a working knowledge of Banner Financial Aid and Banner Student (Registration), is a basic requirement for this position.
• Ability to communicate effectively, both orally and in writing; define problems, collect data, establish facts, and draw valid conclusions; and effectively present information to top management, public groups, and other groups, as required.
• Demonstrated ability to provide outstanding customer service and to navigate challenging situations.
• Strong organizational, analytical, and problem-solving skills with attention to accuracy and compliance.
• Ability to handle sensitive and confidential data with discretion and integrity.
• Ability to establish and maintain positive and effective working relationships with students, college employees, and the public.