BURSAR JOB DESCRIPTION

Student billing at a college or university is not self-correcting. When accounts fall out of compliance with U.S. Department of Education Title IV regulations, enrollment holds cascade and financial aid disbursements stall. The Bursar owns the full receivables function - tuition billing, payment plan administration, refund processing, and collections activity - within the student financial services office. Accurate 1098-T preparation and reconciliation with Financial Aid and the Registrar are defining responsibilities of the seat. Few campus roles require this depth of federal regulatory fluency alongside daily, high-volume student contact.

As the Bursar, you are accountable for the accuracy, compliance, and operational continuity of all student account activity, from initial billing through collections resolution, in direct service of the university's enrollment and revenue integrity. You operate within the student financial services division, coordinating daily with the offices of Financial Aid, Admissions, and the Registrar to reconcile discrepancies and ensure students can register, enroll, and remain in good financial standing.

Career Impact: Mastery of Title IV compliance and student receivables positions you as a credentialed authority in higher education finance, a skill set in sustained demand across community colleges, regional universities, and proprietary institutions.

Business Impact: Your work directly determines whether students clear financial holds in time to register, protecting enrollment headcount and the tuition revenue the institution depends on each term.

Growth Opportunity: The Bursar seat is a recognized stepping stone to University Bursar or Director of Student Financial Services, with scope expanding to include policy development and multi-campus coordination.

• Manage student billing cycles, including tuition invoicing, fee assessment, and 1098-T preparation for the academic year.
• Process refunds on student accounts in compliance with U.S. Department of Education return-of-funds timelines.
• Monitor credit and debit balance reports and initiate collection procedures for delinquent or inactive accounts.
• Administer payment plan enrollment, ACH setup, and tracking for students unable to pay in full at registration.
• Reconcile student account discrepancies in coordination with Financial Aid, Admissions, and the Registrar.
• Audit student accounts for registration clearance, ensuring financial holds are resolved before enrollment deadlines.
• Prepare routine and special accounts receivable reports, including trial balance and third-party agency statements.
• Counsel students and families on account status, payment options, and financial obligations through in-person, phone, and electronic communication.

• Bachelor's degree in Accounting, Business, Finance, or equivalent work experience.
• 3 or more years of student accounts, accounts receivable, or higher education financial services experience, with demonstrated knowledge of billing and collections processes.
• Working knowledge of Title IV federal regulations governing student financial aid disbursement, refunds, and reporting.
• Proficiency in accounts receivable reconciliation, including journal entries and trial balance preparation.
• Strong written and verbal communication skills, with demonstrated ability to explain financial obligations clearly to students and families from varied backgrounds.
• Ability to manage competing deadlines during peak registration and enrollment periods without close supervision.
• Knowledge of GAAP principles as applied to student account management and institutional reporting.

• Experience with student information systems such as Banner, CampusVue, or comparable enterprise platforms used in higher education.
• Familiarity with student health insurance program administration, including opt-out processing and broker reconciliation.
• Prior exposure to third-party billing involving Voc-Rehab, workforce investment agencies, or other government-sponsored payment sources.
• Experience preparing or supporting institutional audits and regulatory compliance reviews in a Title IV environment.

• Refund processing turnaround time, measured against DOE return-of-funds regulatory deadlines.
• Accounts receivable aging ratio, tracking the share of balances resolved within 30, 60, and 90 days.
• Financial hold clearance rate at registration open, reflecting the percentage of students cleared before enrollment deadlines.
• Collection activity conversion rate, measuring delinquent accounts moved to resolved or payment-plan status per cycle.
• 1098-T filing accuracy rate, gauging error-free submissions as a percentage of total forms processed annually.
• Typical tools: Student information systems (commonly Banner or CampusVue); spreadsheet and reporting applications (commonly Excel or comparable tools).

• Base Salary Range: $48,000 - $72,000 annually, depending on institution size and experience
• Bonus: Merit-based increases common; formal bonus structures less prevalent in higher education
• Equity: Not typically offered in higher education settings
• Health Benefits: Medical, dental, and vision coverage; many institutions offer robust plans
• PTO: 15 - 22 days annually, plus institutional holidays and winter break
• Common Perks: Tuition remission for employee and dependents, retirement contributions through state or institutional plans

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion, including verification of education and prior employment, is a condition of hire. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations will be made for individuals with disabilities upon request. Candidates must be authorized to work in the United States.

The Bursar owns the full cycle of student receivables, from billing and refunds through collections, while ensuring compliance with Title IV, GAAP, and TRA 97. Working closely with Admissions, Registrar, Financial Aid, and Student Affairs, this role enables accurate reconciliation of student accounts and sound financial clearance for institutional registration processes.

Key Responsibilities

• Maintain financial records of student receivables.
• Report status of student accounts and initiate collection procedures when necessary.
• Supervise financial clearance procedures for student registration.
• Process all refunds on student accounts.
• Counsel students concerning their accounts.
• Prepare journal adjustments for student accounts.
• Work closely with Admissions, Registrar, Financial Aid, and Student Affairs to reconcile discrepancies in student accounts.
• Prepare student billings and accounts receivable to the trial balance.

Required Qualifications

• Bachelor's degree required, Master's preferred.
• 5 or more years of progressive experience in the financial aid or bursar area.
• Knowledge of applicable federal and state laws, including Title IV, GAAP, and TRA 97, with ability to ensure compliance and complete mandated reporting.
• Familiarity with college financial aid programs and the links between financial aid, student billing, and collections processes.
• Knowledge of basic accounting principles and strong analytic ability to collect, interpret, and apply qualitative and statistical data.
• Proficient with financial aid and student information systems, Department of Education software, and spreadsheet and word-processing applications.
• Strong written and oral communication skills, with ability to work effectively with people from varied social, educational, and economic backgrounds.
• Superior leadership, management, and staff-development skills with ability to work independently and exercise sound judgment.

Embedded within the college's senior leadership structure, the Bursar leads strategic financial planning and operational oversight across endowment management, major building projects, and all non-academic staffing. Working closely with the Governing Body, University officers, and college bursars, this role shapes institutional governance and delivers the financial and estate performance that sustains the college's charitable mission.

Core Functions

• Lead strategic planning and policy formulation for management of the College's endowment, including property and securities, and report performance to the Governing Body.
• Plan and oversee the optimal application of current income from fees, investments, and trusts to support the college's charitable objectives.
• Provide strategic leadership and oversight of major building projects and domestic operations spanning catering, housekeeping, gardens, and maintenance.
• Manage all non-academic staff through the HR manager, covering contracts, salaries, pensions, and work permits.
• Prepare budgets and annual accounts, arrange audits, and advise the Governing Body and Council on financial issues and risk management.
• Monitor existing and proposed legislation affecting the college, including health and safety, freedom of information, and data protection.
• Liaise with University officers and bursars of other colleges, serve on the Bursars' Committee, and collaborate with the development office on fundraising.

Qualifications & Experience

• Senior leadership experience with a successful record of managing key operational functions including human resources, finance, IT, and estates.
• Excellent knowledge of strategic financial planning, management, and reporting.
• Experience fulfilling governance and compliance requirements.
• Appreciation of relevant legal and regulatory regimes, including charity governance and the Office for Students.
• Good appreciation of the UK Higher Education sector and understanding of a collegiate system.
• Proven record of innovation and successfully initiating, planning, and driving change and performance improvement.
• Strong problem-solving skills with a flexible, pragmatic approach and commitment to academic excellence, sociability, and inclusivity.
• Experience in building and maintaining an extensive network of stakeholders across academic and operational functions.

Reporting to university leadership, the Bursar serves as the primary point of contact for student accounts and the student health insurance program, managing payment processing, refund compliance, and broker negotiations in accordance with U.S. Department of Education regulations. Partnering with Financial Aid and the Registrar, this role delivers accurate account reconciliation and timely resolution of student holds that directly support enrollment continuity.

Primary Duties

• Manage the student refund process to ensure compliance with U.S. Department of Education regulations.
• Review and clear pending accounts, contacting students by phone and email to resolve holds ahead of registration.
• Promote enrollment in Direct Deposit and Payment Plans, and track all active payment plan accounts.
• Process bank deposits, post wire payments, and calculate refunds owed to students for timely submission.
• Conduct pre-collections activity, including sending final notices and placing files with internal collections.
• Monitor and analyze credit and debit balance reports in compliance with U.S. Department of Education regulations.
• Manage the Student Health Insurance Program, including opt-out procedures, billing adjustments, enrollment records, broker negotiations, and invoice reconciliation.
• Reconcile student accounts and notify Financial Aid and the Registrar of pending adjustments.
• Prepare routine, special, and ancillary reports and support Help Desk inquiries as needed.

Skills & Qualifications

• Bachelor's degree required, with preference for Business Economics or Accounting.
• At least 3 years of relevant or higher education experience.
• Knowledge of U.S. Department of Education regulations governing student refunds, collections, and account compliance.
• Proficiency in Microsoft Office Suite including Word, Excel, and Outlook.
• Previous knowledge of Banner preferred.
• Strong organizational skills with ability to multi-task, prioritize work, and meet critical deadlines, including occasional early morning and weekend hours.
• Excellent written and verbal communication skills with strong customer service and interpersonal ability to interact with all levels of personnel.

Sitting at the intersection of student financial services and daily cash management, the Bursar advises students and families on payment plans and tuition while maintaining accurate student ledgers and overseeing billing, collections, and 1098-T preparation. Operating across school audits, regulatory visits, and enrollment activities, this role enables the financial accuracy and family communication that support student retention and institutional compliance.

Duties

• Advise students and families regarding financial options, payment plans, tuition, and fees.
• Administer tuition bills, collect fees, and prepare payment reminder emails and school balance updates.
• Create and maintain an accurate, up-to-date student ledger for each enrolled student.
• Oversee day-to-day cash management, keeping organized books of tuition fees and files of receipts.
• Ensure accurate and timely processing of student receivables including billing, collections, account reconciliation, and 1098-T form preparation.
• Develop and maintain daily and monthly reconciliation procedures, investigate errors, and resolve discrepancies.
• Participate in school audits, regulatory visits, orientation, and staff meetings as assigned.

Requirements

• High school diploma or higher required.
• Knowledge of school policies, standards, procedures, and student recruitment and retention issues.
• Knowledge of academic programs including curricula and financial assistance offerings.
• Ability to gather data, compile information, and prepare and deliver reports and presentations.
• Skills in the use of computerized systems and databases.
• Strong communication skills with ability to work effectively in a diverse environment and establish rapport with students, parents, and guardians.
• Strong organizational skills.
• Ability to travel on occasion and perform varied duties as assigned.

A key member of the Union's leadership team, the Deputy Bursar leads daily operations, line manages the AV and Digital Manager, Office Administrator, and Maintenance Person, and delivers operational plans and systems efficiency projects that secure the institution's long-term sustainability. Collaborating across committees, embassies, and close protection teams, this role builds the operational infrastructure that enables the Union to fulfill its purpose and drive change over its next strategic decade.

Functions

• Provide day-to-day leadership and management to staff, supporting committees in delivering a termcard that fulfills the society's purpose.
• Develop and implement robust operational plans and procedures at the start of each term, creating efficiencies where possible.
• Lead operational management for security in liaison with the House and Events Manager to ensure adequate resourcing.
• Line manage and develop the AV and Digital Manager, Office Administrator, and Maintenance Person to ensure effectiveness and efficiency.
• Oversee IT provision and support, including hardware, software, and AV services in coordination with the Digital and AV Manager.
• Assist in planning and managing events, including security arrangements for high-profile guests in coordination with embassies and close protection teams.
• Ensure daily compliance with Health and Safety and Fire plans, and serve as secretary to the monthly H&S board.
• Deliver bespoke operational and systems efficiency projects during out-of-term periods and act as client representative for major site development projects.

Experience & Qualifications

• Graduate-level education or equivalent.
• Project management experience with a proven ability to plan, build, and deliver multi-disciplinary teams.
• Experience leading a small team in a higher education or academic environment, with willingness to mentor committees.
• Training and experience in Health and Safety management.
• IT literate with understanding of AV provision.
• Excellent communication and interpersonal skills with the confidence and gravitas to liaise with high-profile guests and maintain an extensive stakeholder network.
• Organized, efficient, and able to handle a complex workload, prioritize effectively, and act autonomously as a competent self-starter.

Accurate, timely payment collection across active and inactive student accounts depends on the Bursar, who monitors receivables, processes payments, conducts collection calls, and administers third-party billing for agencies, including Voc-Rehab and WIA. Reporting to the University Bursar and coordinating closely with Financial Planning and Academic Services, this role sustains university cash flow and ensures full compliance with accounts receivable policies throughout the student lifecycle.

Accountabilities

• Provide outstanding customer service by answering phones, assisting walk-in students, and communicating financial information clearly to students and parents.
• Post payments received physically and online, process bank deposits, and manage ACH setup and adjustments.
• Monitor active and inactive student accounts, make collection calls, and pursue delinquent accounts via email, phone, and text.
• Audit student accounts for registration, refunding, and related processes to ensure compliance with university policies.
• Assist with third-party billing for agencies such as Voc-Rehab and WIA, and prepare and submit statements and invoices for payment.
• Set up and track monthly payment plans for inactive students and submit Financial Aid pay revisions for packaging review.
• Participate in student registration and orientation activities and serve as a billing resource for Enrollment processors.
• Manage ATM operations and maintain working knowledge of all student administrative systems.

Technical Qualifications

• Associate degree or higher in Business Administration, Accounting, or Finance, or equivalent combination of education and experience.
• Two or more years of related work experience.
• Proficient computer skills with emphasis on Microsoft Office programs, Campus Nexus, Image Now, and Great Plains.
• Strong attention to detail with the ability to maintain concentration and coordinate multiple projects while meeting deadlines.
• Understanding of the need for discretion and confidentiality in handling student financial information.
• Excellent communication, organizational, and interpersonal skills.
• Ability to interact effectively with students, faculty, and staff in person and by phone.
• Responsible, driven, independent, and flexible.