Sponsored Student Accounts Specialist
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Sponsored Student Accounts Specialist
Salary
$50,856.00 - $57,012.84 Annually
Location
Golden, CO
Job Type
Full Time
Job Number
P10001807
Department
Colorado School of Mines
Opening Date
08/11/2025
Closing Date
8/24/2025 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1500 Illinois Street Golden, CO 80401
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Erika Stone, Talent Acquisition Partner, estone@mines.edu
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Department Information
Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Located in the foothills of the Rockies, a short walk from downtown Golden, Colorado, Mines campus is home to a close-knit community of change makers, boundary breakers and problem solvers.
Mines is proud to offer excellent benefits and perks, including:
Choice of Medical, Dental, and Vision Insurance plans
Generous vacation and sick leave plus 13 paid holidays (including a week off between Christmas and New Year's Day)
Enrollment in Colorado's State pension plan (PERA) and optional retirement plans
Parental Leave and an on-site daycare center
Reduced cost tuition for employee and family members
Life and Disability Insurance
Professional growth and training opportunities
Free tickets to Mines sporting events, and discounts programs through the State of Colorado
Colorado State Employee Assistance Program
Access to a world-class recreation center and discounted equipment rentals at our Outdoor Rec Center
Community Alliance groups bring together employees for professional development, networking, and community involvement
Access to the wealth of activities happening every day on campus - nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.
Free RTD Ecopass
Description of Job
Summary
The Sponsored Student Accounts Specialist is responsible for managing third-party sponsorships and billing arrangements for students whose educational costs are covered by external organizations. This position serves as the primary point of contact for all third-party sponsor billing and collections, ensuring accurate account management, timely invoicing, and compliance with University policies and sponsor agreements. The role also involves direct communication with students, sponsors, and internal departments to resolve account issues and facilitate efficient processing of payments.
Third-Party Billing and Account Management - 50%
Serve as the liaison between students, sponsors, and the University regarding third-party billing policies and account status.
Establish, maintain, and monitor third-party sponsor accounts in the student information system.
Review and interpret sponsor contracts, letters of credit, and memoranda of understanding to determine billing eligibility and terms.
Generate and send invoices to sponsors in accordance with contractual terms and University billing schedules.
Post sponsor payments and reconcile transactions to student accounts to ensure accuracy.
Track outstanding sponsor balances and follow up on past due accounts; initiate collection efforts as appropriate.
Coordinate with internal offices such as Financial Aid, Registrar, Admissions, Veterans Services, and General Accounting to ensure accurate student billing and compliance with funding source requirements.
Customer Service, Cashier Backup, and Office Email Management - 25%
Serve as backup front-desk support, greeting walk-in visitors and providing assistance with general inquiries related to third party billing, payments, refunds, and account holds.
Deliver exceptional customer service by answering phone calls and addressing student and parent questions related to tuition, fees, financial holds, and general student account matters. Position must maintain knowledge of institutional policies and procedures, providing guidance to students and families in alignment with University policies and procedures.
Coordinate with internal departments (e.g., Financial Aid, Registrar, Admissions, Housing) to resolve complex account issues and ensure timely resolution of student concerns.
Triage and escalate complex inquiries to appropriate staff members or departments, ensuring consistent follow-up and resolution.
Monitor and manage the shared Bursar Office email inbox, ensuring prompt, clear, and accurate communication with students, families, and third-party sponsors.
Process incoming and outgoing mail, including check requests, payment submissions, and student correspondence; maintain proper documentation and routing.
Serve as cashier backup in the event that the cashier is out of the office.
Student AR Refunds - 20%
Process student account refunds resulting from financial aid overpayments, dropped courses, waivers, and other credit balances, in accordance with institutional and federal guidelines. ACH refunds are processed daily and paper checks are processed once a week.
Review and verify student accounts to ensure that refunds are appropriate and that all eligible charges have been accounted for before disbursing funds.
Coordinate with the Financial Aid Office to confirm disbursement eligibility, especially for Title IV aid, ensuring compliance with federal return of funds (R2T4) regulations.
Maintain accurate documentation of all refund transactions in student information and imaging systems (e.g., Banner, OnBase, Workday), ensuring audit readiness and compliance.
Respond to inquiries from students and families regarding refund status, eligibility, and timing in a professional and customer-focused manner.
Other Duties as Assigned - 5%
Provide backup support for colleagues during absences, peak workload periods, or special assignments to ensure uninterrupted office operations..
Assist with departmental projects and initiatives as needed.
Contribute to outreach efforts related to, but not limited to, billing deadlines, payment plans, registration holds, or returned payments, using phone, email, or written notices.
Support departmental projects or events, such as registration, orientation, or term-start activities, by providing additional front-line service and logistical support.
Participate in special projects or assignments related to accounts receivable, student account management, or office administration, in alignment with the AR Specialist role and scope of responsibilities.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Residency Requirement: (New)
Choose one of the following options for your job announcement and remove the others:
OPTION 1) This posting is only open to residents of the State of Colorado at the time of submitting your application.
OR
Class Code & Classification Description: (New)
H8B3XXACCOUNTING TECHNICIAN III (https://drive.google.com/file/d/0BwUD9Bt4G-21OGNoQWtLMWNHQ00/view?usp=sharing&resourcekey=0-XOYdpJtCT4usXJgw114fDA)
MINIMUM QUALIFICATIONS:
Experience Only:
Three (3) years of relevant experience in an occupation related to the work assigned to this position
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
Appeal Rights: (Updated)
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.
Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
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Website
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