St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. 

A dedication to diversity, equity and inclusion is at the heart of our mission.  As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community.  We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

Department: Bursar/Operations Staff 

Specific Job Title:  Bursar Assistant

Reports to: Office of the Bursar-Associate Bursar

Campus:  Queens

Job Summary:

Reporting to the Office of the University Bursar, the Student Services Representative provides cash handling operations in accordance with Business Affairs reconciliation processes, customer service support for Enrollment Management and designated departments and operations. Representatives provide professional in-person customer service when needed and Call Center support.

This position is a back office position with frontline service when needed, requiring precise attention to detail, strong customer service skills, understanding of discretion and handling confidential matters, and a professional, courteous work ethic and demeanor.

Essential Functions:

Skilled in:

• Interpreting information, making determinations and recommendations.
• Providing customer service.
• Report to work as scheduled, adhere to break and lunch schedules and process assignments as delegated by department management.
• Researching and resolving issues and problems.
• Maintaining security of confidential student records.
• Compiling and creating reports.
• Evaluating documents and applications.

Main On-going responsibilities (can include but are not limited to):

• Processing student refunds within federal guidelines on an ongoing basis and during peak financial aid disbursement periods.
• Process Late Fee and Interest waiver student account adjustments.
• Processing Damage Deposit refunds from Residence Life.
• Assist in running and process daily reports for cash and credit card reconciliation in accordance with Business Affairs reconciliation.
• Assist in daily cashier work reconciliation.
• Coordination of bills and process 529 State tuition payments.
• Review and process housing exceptions and room/board charge pro-rations for  Residence Life
• Research and process credit card chargebacks with Business Affairs.
• Assist in yearly tuition testing.
• Process interdepartmental credit cards and journal entries for submission to Business Affairs.
• University wide Inter departmental deposit cash handling and processing.
• Student tuition deposit cash handling and processing.
• Maintain and report attendance and vacation schedule for all of SFS.
• Assist with 1098-T tax form telephone assistance for students and staff in accordance with IRS regulations.
• Assist in coordination and negotiation of defaulted tuition student receivable, settlements and assignments to third party AR servicer Recovery Select and four University collection agencies.
• Assist in coordination of federal Perkins and Health Profession loan documentation on site as regulated by federal standards and working with third party loan servicer ECSI.
• Coordinate with Business Affairs for uncashed student refund check process to reissue to students if needed.
• Maintain and distribute attendance and vacation calendar for Student Financial Services.
• Complete check requisitions, purchase orders and Staples ordering.
• Provide prompt and courteous service when dealing directly with students and parents either by telephone, electronically or face to face. 
• Respond promptly to customer inquiries.
• Assist in transitioning new hires to become productive and confident in their role.
• Assist supervisors with customer service calls from frontline and Call Center.
• Handle and resolve customer issues using all relative resources.
• Attend ongoing training to keep current with information and systems.
• Assist other team members as needed and designated by the department.
• Report to work as scheduled and process assignments as delegated by department management.
• Provide financial aid and accounts receivable information.
• Direct requests and unresolved issues to the designated administrative resource.
• Keep records of customer interactions and transactions.
• Record details of inquiries, actions taken, comments and complaints.
• Communicate and coordinate with internal departments
• Follow up on customer interactions
• Other duties and special projects as assigned.

Key Competencies

• Truly enjoys interacting with people
• Has great written and verbal communication skills
• Has excellent phone rapport and aptitude for customer service. 
• Knows the definition of empathy and utilizes that skill when appropriate
• Is intuitive and has a proactive approach to serving others
• Has a strong work ethic and takes ownership of his/her work
• Demonstrates honesty, teamwork, and genuine concern for others
• Excellent interpersonal skills Good communication skills - verbal and written
• Resourceful in gathering information for first call resolution
• Proficient in math, specifically addition, subtraction, multiplication and division
• Good communication skills - verbal and written
• Keen listening skills
• Problem analysis and problem-solving
• Attention to detail and accuracy and ability to type 60 wpm
• Adaptability
• Takes initiative
• High stress tolerance

Work Environment

This job operates in a professional office environment.

This role routinely uses standard office equipment such as personal computers, printers, telephones, fax machines, photocopiers, scanners, etc.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate; The employee must occasionally lift or move up to 20 lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Standard work days and hours are Monday through Thursday, 8:30 a.m. to 4:30 p.m. Friday 8:30 a.m. to 3:00 p.m. Some late night, holiday and weekend work is required.

Travel

Travel may include occasional visits to the other NY campuses.

Required Education and Experience:

• A High School Diploma is required
• Excellent interpersonal, oral and written communication skills
• Customer Service Experience
• Experience with Microsoft Excel, Word and PowerPoint

Preferred Education and Experience:

A Bachelor’s degree is preferred

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $40,000. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.  

This position may be relocated to any of St. John’s University’s physical locations at any time. 

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events 

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education. 

St. John’s University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.