Assistant Director for Residential Accounts and Financial Services (521441)

  • Cal State University (CSU) San Jose
  • San Jose, California
  • Dec 03, 2022
Full Time Accounting and Finance Clerical and Administrative Support

Job Description

Description:

Job Summary

The Assistant Director for Residential Accounts and Financial Services manages the housing application and licensing process and financial operations including cashiering, resident accounts management, billing and auditing. The incumbent also manages front-end administration of the residential system database and works closely with campus bursars, financial aid office, financial database and information systems. This position directly supervises up to four professional staff and is a member of the Housing Leadership team. The incumbent manages the administration of resident accounts and annual license planning cycle, and meets regularly with residents providing financial counseling and advising.

Key Responsibilities
  • Leads annual implementation of StarRez database set up. Gathers requirements, analyzes data, defines rules, projects dates, terms, rates, behaviors and creates documentation.
  • Compiles data and provides information to Assistant Director for Technology Services (ADTS) for basic setup of StarRez database. Reviews and finalizes the setup.
  • Leads testing of set-up by ensuring all occupancies, meal pans, parking plans, and telephone rates and charges are set up correctly and in compliance with StarRez guidelines.
  • Responsible for implementing new modules, custom fields, emails, data subs requested in development database prior to production, ensures compatibility prior to live usage.
  • Responsible for the application process, including annual updates to the portal, portal edits, integration with CASHNet, MarketPlace, and PeopleSoft.
  • Writes policies and trains staff members for use of the StarRez database. Identifies process improvement opportunities and implements solutions for greater efficiencies and accuracies for department business processes.
  • Develops reports and audits for the StarRez database to ensure accuracy of data.
  • Performs accounting functions pertaining to the StarRez and People Soft (CMS) systems including establishing and overseeing complex billing entries and accounts receivable records and revenue accounts.
  • Provides financial aid counseling to ensure resident meets federal and state financial aid guidelines, California Educational Code Title V relating to eligibility to reside on campus, and other academic issues that may affect the resident’s ability to continue residing on campus.
  • Approves or denies housing extensions (deferrals) based on financial aid award and advises residents on responsibilities and options regarding individual payment agreements.
  • Advises residents on academic hold policy and process to clear this hold.
  • Oversees administration of Annual Housing License Agreements with students, faculty/staff and live-in Residential Life staff on behalf of the CSU Chancellor’s office.
  • Revises all licensing materials each application period, ensures correct materials are uploaded to department website.
  • Establishes key dates for major departmental processes, including opening, closing and break periods and maintains department assignments and billing and license planning calendars
  • Oversees coordination of the department resident files for approximately 4,000 current residents and approximately 4,000 former residents.
  • Hires, trains, directly supervises and evaluates the work of up to six full-time professional staff members and up to seven student assistants.
  • Ensures Resident Accounts Coordinator maintains timely and accurate communications with residents regarding delinquent account situations, works with Bursar’s and Collections departments to collect past due balances, initiating the unlawful detainer process when necessary and maintaining a low receivables rate.
  • Uses knowledge of Title V, California Landlord Tenant Law and License Agreement to make recommendations regarding unlawful detainers (evictions) and suspensions from housing based on situation and landlord tenant law. Counsels staff on proper notices and service methods.
  • Oversees accurate database setup to ensure correct billing and revenue distribution to correct item types in campus system.
  • Manages computerized resident accounts system. The accounts system holds over 10,000 accounts including prior year information.
  • Maintains all fiscal management of on campus resident accounts.
  • Assists the Senior Director to administer an annual area budget in excess of $1.5 million and a department budget in excess of $33 million.
  • Ensures that audits of automated accounting systems are conducted on a regular basis to ensure integrity of accounts.
  • Conducts year-end analysis of resident accounts to determine delinquencies, damages and other miscellaneous charges.
  • Reviews quarterly receivables and ensures that necessary funds are remitted properly.
  • Provides input for the department judicial eviction process including appeal decisions.
  • Assists in developing department policies and procedures and trains department staff in their implementation.


Knowledge, Skills & Abilities
  • Knowledge of public administration principles, practices and methods.
  • Expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
  • Strong analytical/problem solving skills. Ability to solve problems related to computer system software and operations.
  • Technical practicality and knowledge of information systems structure to foster solutions.
  • Ability to multi-task to support the “One Stop Shop” model of Higher Education Customer Service and coordinate deadlines.
  • Ability to be flexible to changes, frequent interruptions, and manage multiple tasks at one time.
  • Ability to supervise a diverse team with contrasting responsibilities and roles.
  • Ability to lead projects from conception to implementation.
  • Ability to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective.
  • Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
  • Knowledge in operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
  • Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related to student and residential community housing needs.
  • Ability to perform complex tasks involving independent judgment and ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations.
  • Thorough knowledge of word processing, spreadsheet, and database software.
  • Excellent written and oral communication skills.
  • Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
  • Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
  • Knowledge of computer applications: MS Word, Excel, Access, PowerPoint, and Internet tools.
  • Thorough knowledge of English grammar, business writing, punctuation, and spelling.
  • Ability to compose and appropriately format correspondence and reports.
  • Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.


Required Qualifications
  • Bachelor’s Degree in Business Administration, Finance, Education or a related field
  • Three years of professional experience coordinating financial operations. Campus housing or property management experience. Experience with licensing, contracting or leasing. Experience conducting financial counseling or advising. Experience working with database systems. Professional staff supervision experience


Preferred Qualifications
  • Master’s Degree in Business Administration, Finance, Education or a related field
  • Six years of experience coordinating financial operations
  • Three years of experience working with a campus-housing program
  • Experience with licensing, contracting or leasing in an educational setting
  • Experience conducting financial counseling or advising in an educational setting
  • Experience working with a residential management database system
  • Experience working in a College or University setting


Compensation

Classification: Administrator I
Hiring Range: Commensurate with experience

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: December 2, 2022 through December 19, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).
Closing Date/Time: Open until filled

Job Address

San Jose, California United States View Map