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Business Office Coordinator

LOCATION:  Wayland Baptist University (WBU) – Hawaii Campus 

SUPERVISED BY:  Hawaii Campus Executive Director / Dean 

POSITION CLASSIFICATION:  Non-Exempt 

POSITION SUPERVISED:  None. 

GENERAL RESPONSIBILITIES:  The Business Office Coordinator – Hawaii will oversee the duties of maintaining Hawaii and American Samoa students’ financial records, including the campus’ account receivables. Additionally, it oversees the creation, maintenance, and security of all documents related to the student’s financial records and related financial transactions posted to the Hawaii/American Samoa students accounts. In addition, this position oversees the processing of student financial accounts such as students’ payments, third party tuition assistance programs, VA benefits posting, and assisting students with financial related questions related to their student accounts.

SPECIFIC TASKS AND DUTIES:

Back up to Faculty Coordinator when creating and maintain enrollment sections for registrations, assist with classroom assignments based on term course schedule. In addition, Correspond with External Records and Registrar’s Office at the Plainview Campus.

Business Office:

  1. Adhere to WBU policies regarding privacy and release of students’ private information.
  2. Create, maintain, and secure all student related financial paperwork.
  3. Assist with registration by providing students financial related information to advisors and registrar.
  4. Collect, verify, and invoice military tuition assistance vouchers. Making sure that once invoiced, the appropriate credit is applied to the student’s account. In addition, assure final grades are submitted to the proper military branches.
  5. Collect, verify, reconcile, and post credit to the students accounts for all related VA benefits funds paid to the campus.
  6. Collect and post student payments to student accounts, generating payment batch reports from power campus, including any scholarships for students or from donations
  7. Assistant in maintaining and updating the Aging Report by offering financial information from student payments or military tuition assistance vouchers.
  8. Training and enforcing WBU policies and procedures regarding payment plans, payment collections, and student financial requirements.
  9. Reconcile bank accounts and forward related reports to Plainview.
  10. Build necessary registration reports for military education offices, and enforce registration-related WBU policies and rules governing students.
  11. Charge to the students accounts any non-automated fees, such as drop fee and academic fees.
  12. Cross training with the Financial Aid office to provide back up support to upload financial notification letters, being able to access Power Faids, and meet with students to assist with financial aid questions and/or net partner processes.

 The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned by the Assistant Executive Director and Executive Director as needed.

MINIMUM QUALIFICATIONS:

Education

  1. Bachelor Degree required
  2. Master Degree preferred

Experience and Knowledge

  1. Two (2) years general office experience with one (1) year of related job experience is required.
  2. Excellent customer service.
  3. Knowledge of administrative and clerical procedures and systems, as well as word processing, managing files and records, designing forms and reports, proper business letter formatting, envelope addressing and other office procedures and terminology.
  4. Knowledge of financial aid policies and procedures is preferred.

Skills and Abilities

  1. Experience with Microsoft applications, such as Word, Excel, and Access.
  2. Good verbal and written communication skills.
  3. Ability to listen to and understand information, ideas presented verbally and in writing.
  4. Ability to analyze mathematical calculations accurately.
  5. Efficient time management skills.
  6. Desire to continually learn and increase job-related skills and knowledge. Including a desire to perform tasks with integrity, increased efficiency, and within the guidelines of WBU’s Christian outlook and focus.
  7. Ability to train and delegate specific tasks to others employees as needed in order to ensure timely processing of paperwork and account maintenance.

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel. Must be able to operate a licensed motor vehicle and possess a valid state driver’s license or have access to reliable transportation. Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.

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