Collections Specialist/Perkins Coordinator - Saint Mary's College-California in Moraga California

Unfortunately, this job is expired as of 5/13/2013.

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Saint Mary's College-California

Moraga, California

United States


Detailed Job Description

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.


Primarily responsible for overseeing the collections at Saint Mary's College of California by playing a key role in achieving the College's strategic initiative of increasing retention and lowering receivables. This position provides leadership, initiative, analysis and review of past due accounts with the objective of minimizing bad debt exposure. As the Federal Perkins Loan Coordinator, this position is responsible from initial receipt of the application through final collection of the loan balance.  Responsible for monitoring default rate of projected cohort ensuring it stays below the government requirement of 15%. This position works closely with outside vendors such as our billing agent and professional collection agencies. Provides support to the Student Accounts area in the Business Office and involves heavy customer service by providing professional accurate and timely service via telephone, letter series, email and in person to both internal and external customers.

1. Perkins Loan Coordinator Responsibilities:
  • Maintains the integrity of data comparison between SMC, our Perkins Loan Servicer (ACS), and our collection agencies.
  • Monitors the monthly reports from our Perkins Loan servicer for correct reporting information.
  • Performs all duties required of the Federal program including, but not limited to, communicating with borrowers regarding past due payments, deferments or forbearance;. ensures entrance interviews are complete; conducts exit interviews for graduating seniors and students withdrawing from college, communicates the Rights and Responsibilities of the loan, and adheres to Federal deadlines.
  • Creates and maintains accurate files; updates all loan transactions, on-line, with our Perkins Loan Servicer, including advances, refunds, payments, change of addresses, change of status, deferments, forbearance, small balance wrte offs, loan cancellations, principal write-offs, and any other transaction that may be required. Familiarity with bankruptcy laws and cancellation provisions.
  • Monitors collection agencies for prompt payment on student accounts and proper collection protocol; verifies placement with collection agency if no payment is received within the required timeline. Makes collection calls on past due accounts and forms personal relationships with each borrower as needed. Refers accounts to collections after demonstrated due diligence.
  • Assists in the transmission of files of fall and spring advances to loan servicer and notifies all accelerated borrowers of potential tax offset. Completes final list of delinquent borrowers to the AICCU Franchise Tax Board regarding tax offset program.
  • Completes all Consumer Verification Disputes and Loan Consolidation forms within the 14-day requirement.
  • Interacts with the Office of Financial Aid regarding signed promissory notes and entrance tests; interacts with Registrar's office regarding withdrawn students and NSLDS reporting; interfaces with credit bureaus as needed.
  • Attends annual ACS conference and other Perkins or Collection workshops. Responsible for staying on top of Federal Title IV regulations, campus based programs, and A-133 rules. Assists with pulling accounts and reports for auditor visit.

2. Collections Specialist:
  • Plans the long range goals and objectives of the collection area while complying with FERPA and College policies.
  • Monitors, controls and reduces A/R balances and bad debt write offs in accordance with College policies by reviewing the Aged Trial Balance on a monthly basis.
  • Develops an effective schedule when following up with 90-day past due accounts and determines which accounts need to be assigned to outside collection agencies.
  • Responsible for printing and mailing statements and past due notices in addition to skip tracing addresses and conducting phone-a-thons.
  • Analyzes and resolves billing or payment problems. Identifies errors or discrepancies and assists students and their parents with questions regarding their account. Advises students of their financial obligation.
  • Responsible for staying educated on College billing and refund policies for all programs in addition to Federal laws such as FERPA and Title IV regulations.
  • Maintains thorough documentation on all accounts that have been assigned to outside agencies and provides statistical data, reports, and spreadsheets when asked.
  • Manages and collects on internal payment plan.
  •  Works closesly with collection agencies and recalls any accounts deemed uncollectible after one year.
  • Maintains knowledge of Fair Debt and Collection laws, bankruptcy laws, and Ferpa. Assists with the development and revision of policies and procedures when necessary.

3. Other Business Office Responsibilities:
  • Responds to heavy phone volume and other distractions while maintaining professionalism and accuracy.
  • Assists with special projects such as the annual tuition edit of additional course fees, the review of credit balances, the processing of unclaimed funds letters, and the stuffing of bill inserts, 1098T forms, and other duties, as assigned.
  • Assists with the eviction notices and cancellation process during the beginning of each semester
  • Maintains professionalism while handling difficult stressful financial matters. 

Experience and Qualifications:

Experience: Familiarity with campus based programs and  A-133 rules, Ferpa, bankruptcy laws and Fair Debt and Collection Act. 

A minimum of two years experience in credit management role preferably in an academic setting. Proficient in Microsoft Office, including Excel, Word and Outlook applications.

  • Excellent customer service.
  • Ability to interact in a professional manner during stressful situations.
  • Professional judgment required when handling difficult or confidential matters. Accuracy, attention to detail, and the ability to work in an organized manner is essential.
  • Accountability initiative, strong organizational skills, ability to communicate clearly and effectively.
  • Ability to navigate online systems, ability to use 10-key. Ability to learn new software systems.
  • Ability to take initiative and independently plan and coordinate workload. Sensitivity to confidential information. Self-motivated. Ability to work with minimal supervision. Able to multitask in a fast paced environment while maintaining a positive public relations image. Knowledge of FERPA and campus based programs and Title IV regulations.
  • Awareness of Bankrputcy Laws and Red Flag Rules.

Other: Occasional weekends and /or early morning / late evening hours required. Attend annual ACS conference.

Salary Information

Depends on Qualifications


Application Instructions: Please apply on-line at Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College2) A resume 3) The name and contact information for three (3) professional references. Candidates who become finalists will be expected to sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

Keyword Phrases

  • Collections Specialist/Perkins Coordinator
  • Catholic, Lasallian, liberal arts college
  • De La Salle Christian Brothers
  • committed to the educational benefits of diversity
  • Other Administrative Programs
Employment Type:Administrative Staff
Degree Required: Not Specified
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter