The Assistant Bursar is responsible for all fiscal aspects of Cashiering and manages the day-to-day operation/processing activities of the department in the Bursar’s Office. This position works closely with Transact to ensure all payment systems (Cashiering, ePayment, eMarket) interface with PeopleSoft Student Financials and are recorded with the University’s bank accounts. The Assistant Bursar recommends enhancements to Transact modules and assists with the testing and implementation of software updates. Ensures that daily operations/processing activities, including direct deposit rejects, ACH/check returns and SmartPay rejects are processed in a timely manner. Oversees the check reconciliation, uncashed check and returned check processes. Responsible for the Veteran, Study Abroad, Sponsor and waiver programs. Provides leadership and oversight to staff to ensure high quality customer service, assisting in the development and implementation of policies and procedures, and maintaining regulatory compliance. This position also serves as the back-up administrator to the student identification card, Tower Card, which issues cards to students.
- Develops and implements cashiering procedures in accordance with Federal, State, CSU, campus, banking, and Title V rules and regulations as it applies to the receipting and depositing of funds
- Maintains financial records for tracking and auditing purposes and the fiscal integrity of handling university monies
- Monitors disbursement and reconciliation of petty cash fund; maintain records for audit purposes; replenishes cash as needed
- Manages and monitors the cash management processes campus wide to ensure proper internal controls are in place and used to collect and deposit University cash receipts
- Responsible for audits of satellite cashiering operations
- Oversees the bank reconciliation process, working collaboratively with the Accounting Department
- Oversees the processing of international wire payments and processes refunds for overpayments via Flywire
- Manages the day to day operational/processing activities related to student accounts and stays current with changes
- Serves as the designated department contact for Veteran programs and works collaboratively with the SJSU Veterans Resource Center
- Oversees the Sponsor program, including the timely and accurate posting to student accounts, invoicing, processing incoming payments, issuing refunds and reconciliation
- Oversees the return refund check and uncashed refund check processes
- Works collaboratively with College of Professional and Global Education to manage Study Abroad programs
- Oversees the bi-weekly check reconciliation process to ensure refunds are issued in a timely manner
- Ensures the timely posting of direct deposit rejects, returned ACH’s/checks and Smartpay rejects
- Monitors the process of receipting transactions and the uploading of cash receipts to PeopleSoft and Wells Fargo Bank
- Identifies failed transactions and manually posts items for balancing purposes in accordance with bank records. Works with the Accounting Department to resolve bank and posting discrepancies
- Oversees the reporting of equivalent student account payments over $10,000 to IRS in accordance with Sec 60501 US Code and Financial Crimes Enforcement Network
- Oversees the bi-weekly check reconciliation processes
- Works closely with the University Bursar to establish long-term projects and planning for the Bursar's Office operation
- Supports the Bursar’s Office staff with daily questions and escalated customer service issues
- Acts as designee in the absence of the Bursar
Knowledge, Skills & Abilities
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
- Proven ability to effectively manage and evaluate the work of staff; assign duties and responsibilities; oversee the work assignments to ensure work is done accurately and timely
- Ability to work under time-sensitive deadlines with minimal supervision
- Ability to manage change
- Leadership, management and team-building skills
- Knowledge of cash handling practices and appropriate controls over university assets.
- Excellent customer service and public relations skills
- Strong analytical and reconciliation skills
- Ability to learn federal, state, California State University (CSU), and SJSU policies and procedures applicable to student accounts
- Ability to empower and motivate employees to continuously improve performance
- Ability to communicate with constituents in a professional and respectful manner
- Bachelor’s Degree
- Three (3) years of progressively responsible experience in a finance-related field
- Minimum (2) years of supervisory experience
- Bachelor’s Degree in Accounting, Business Administration or Finance
- Experience in higher education; such as Bursar, Student Financial Services or Financial Aid
- Experience with PeopleSoft Student Financials or a comparable platform, such as Banner
- Experience with Federal Title IV rules and regulations
Classification: Administrator II
Anticipated Hiring Range: $7,419/month - $7,900/month
CSU Salary Range: $4,583/month - $14,713/month
The final hiring salary will be 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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: October 23, 2023 through November 7, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
CSU Vaccination Policy
The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to email@example.com.
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 firstname.lastname@example.org.
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 email@example.com.
Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.
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).