Cal Poly Pomona


Recruitment No. 50697
Administrative Grade Level Administrative Grade Level II
Collective Bargaining Unit N/A
College/Department Finance & Administrative Services
Timebase Full-time, Management
Type of Appointment Management Personnel Plan (MPP II)
Application Materials Required University Application, Letter of Interest and Qualifications, Current Vitae or Resume and References Required
Anticipated Hiring Range Commensurate with qualifications and experience
Recruitment Closing Date Open Until Filled. 1st Review of applications will be on April 7, 2014


Student Accounting and Cashiering Services is responsible for all accounting and related financial activities of the University. Such activities include, but are not limited to, the management, controls, and reporting of the financial operations of the University.  The Director of Student Accounting & Cashiering Services reports directly to the Associate Vice President of Finance & Administrative Services and works closely with the General Accounting, Accounts Payable, and Tax Departments, and interfaces with other Campus administrative operations, in particular Financial Aid, Registrar, Human Resources, the International Student Center, and the Finance Systems department.  The director is responsible for compliance with Payment Card Industry regulations and reporting of tuition statements commonly known as IRS Form1098Ts to the Internal Revenue Service.  In addition, the director is also responsible for maintaining fees, deadlines and other student financial information posted on the university portal or website. 


The director is responsible for the identification, interpretation, and application of a wide variety of written policies and procedures; administers the disburses funds, and maintains accountability for the various programs from which the University derives loan, grant, and scholarship funds.  The director assists in the preparation of and/or reviews fiscal and management reports to be disseminated to the Federal Government, State Government, Chancellor’s Office, and University Administrators. The incumbent is responsible for the entire Student Accounts Receivable; submitts job processes for fee assessment, financial aid disbursements, charges, etc.;  plans and organizes the Student billing process, coordinating with Records, Financial Aid, Admissions and I&IT to ensure accuracy of student billing charges and credits, updating quarterly class schedules, A/R detail code/item type maintenance, updates A/R tables for charges and refunds.  Reconciles Accounts Receivable, Application Fees, Tuition and other fees; and is responsible for the timely request for grant monies from the Department of Education, and for the remittance of those funds to the Chancellor's Office.  The incumbent may be called upon to counsel students and borrowers, and to review matters of concern relative to the disbursement and collection of financial aid funds, as well as the repayment of overawarded grant funds; provides adequate information to financial aid students, develops and provides announcements describing rights and obligations under the Perkins/NDSL loan program for dissemination to financial aid students; and is responsible for the development of appropriate exit interview policies and procedures.  The incumbent monitors the activity of outside collection agencies as well as in-house collection efforts;  provides staff with general and specific guidelines pertinent to the collection of delinquent loans; ensures that each borrower who is in default on his Perkins/NDSL loan is contacted regarding the status of the delinquent account; deals directly with borrowers, as required, as well as with Chancellor Office personnel on matters concerning the loan programs; deals effectively with delinquent borrowers in order to evaluate financial situations and to establish the University’s needs in fulfilling obligations to the Federal programs, without neglecting the rights and obligations of the borrower;  and write-offs of loans due to bankruptcy, death, or for those loans which have been determined uncollectible, and are awaiting assignment to the Department of Education.  The incumbent contacts and interviews prospective skip-tracing agencies to ensure that the University is exerting prompt and sufficient efforts toward locating lost borrowers; ensures that the Student Accounting staff is adequately trained in order to fulfill the duties of the office; attends various seminars and workshops relative to the financial aid programs, ensures that Student Accounting staff is cognizant of vital changes in financial aid policies and procedures and ensures exposure to all aspects of financial aid.  The director ensures that the Student Accounting System is balanced monthly to the general ledger; directs the preparation of a report of outstanding loans and cash balances for the consolidated emergency loan fund, as well as, the miscellaneous loan funds; prepares the adjusting and closing entries to the general ledger; reviews and authorizes payroll documents prior to submission to the Payroll Department; prepares, reviews and conducts performance evaluations; maintains discipline; counsels staff regarding work habits, professionalism, and various management problems. The incumbent reviews, analyzes, implements, and participates in all new programs, policies and procedures proposed or adapted by the cashiering area; directs the cashiering functions relative to the receipt of funds in payment of transcripts, field trips, Health Center services, invoices, emergency loans, etc.; monitors NSF checks to ensure that an attempt is made to recover funds; and works with Parking and Transportation Services to implement efficient methods of selling parking decals to students, faculty and staff; and provides guidance to satellite collection sites.  The incumbent prepares and submits to the Department of Education a Report of Defaulted Loans; compiles the required information to complete a Fee Report for the Chancellor’s Office; assists in the annual preparation of the FISAP report, a combination of the Fiscal Operations Report and the Application for Financial Aid; responds to numerous directives from the Chancellor’s Office; prepares announcements for the campus community, and assists the Associate Vice President of Finance & Administrative Services in drafting reports and memorandums that are distributed to the University community.   The director works with the Director of Accounting Services in providing information concerning the daily activities of the Student Accounting and Cashiering Services areas; offers recommendations for changes in policy; and provides interpretation of State, Federal, and administrative regulations and procedures.  The incumbent interacts with the Director of Financial Aid to effect prompt and accurate disbursement of funds, collection of overawards; collection of Perkins/NDSL loan funds; the disbursement of University, miscellaneous, State, and athletic scholarships; and in matters requiring the implementation of new procedures and regulations; interfaces with the Registrar and the Records Office on matters relative to suppression of services and disenrollment of students who have incurred obligations to the University.  The incumbent provides assistance to outside auditors, as required; provides counseling and assistance to the collection agencies and serves as liaison between agency and Student Accounting personnel; provides information, as requested, to the Vice President of Administrative Affairs; makes university processes comply with Purchasing Card Industry (PCI) standards; answers applicable required questionnaires for PCI;  is responsible for current fee and important deadline information posted in the website; maintains the PeopleSoft Student Financials Module; and performs other duties as assigned.


Bachelor’s degree from an accredited university with a major in accounting, business administration, finance, or a closely related field AND a minimum of 2 years progressive professional experience in the operations and management of student accounting in a University environment is required.  Experience should include supervising a staff with a heavy emphasis on customer service. The candidate must possess a thorough knowledge of accounting systems, financial aid laws and regulations, and general accounting practices; working knowledge of GAAP and governmental accounting methods; complete familiarization in regulations and policies pertinent to the acceptance and delivery of student financial aid; capabilities to analyze and convey finance information in a clear concise manner; and excellent communication (verbal/written), interpersonal, problem solving, and customer service skills. 


Previous experience in systems implementations and conversions is highly preferred.  A MBA or a CPA is desirable.


COMPENSATION: Salary is competitive and commensurate with background and experience. This is a Management Personnel Plan Level II position with an attractive benefits package, which includes a vacation accrual rate of 16 hours per month, an excellent choice of medical, dental and vision insurance, long term disability coverage, life insurance and retirement benefits.

TO APPLY:  Review of complete applications will begin April 7 , 2014 and will continue until the position is filled.  For application information and materials, visit our website at and refer to Job #50697.  All candidates must submit: (1) a formal University application (2) a letter of interest which explains in detail and, where possible, provides examples of how the candidate meets the qualifications specified in this announcement; (3) a current résumé or curriculum vitae; (4) the names, titles, addresses and telephone numbers of three references who can provide assessments of the applicant’s professional experience, accomplishments and prospect for success in this position.

Finalists for this position may be required to submit to and successfully pass a background check prior to being hired.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:


The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position is currently on the List of Conflict of Interest Designated Positions for Cal Poly Pomona.  This requires the filing of a statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every two years thereafter.  Visit the Conflict of Interest webpage for additional information:

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