Sponsor Accounts Specialist – Marion Campus (Grant County)

About this role

The Sponsor Accounts Specialist serves as a key member of the Marion Campus Bursar Office and is responsible for the administration, billing, reconciliation, and collection of third-party sponsored student accounts. This position serves as the primary point of contact for Career Link partners, sponsoring agencies, government programs, employers, and other external funding organizations that support student enrollment and educational expenses.

The Sponsor Accounts Specialist ensures sponsorship accounts are established and maintained accurately, invoices are generated timely, receivables are collected efficiently, and all transactions comply with institutional policies, contractual agreements, and regulatory requirements. The position works closely with Workforce Alignment, Financial Aid, Academic Affairs, Enrollment Services, Finance, and external partners to support student success and safeguard institutional revenue.

In addition, this position serves as the primary backup for the Student Account Specialist and provides support for student account operations, cashiering, and customer service functions as needed. Due to the sensitive nature of student and financial information, confidentiality, professionalism, and discretion are essential.

This position pays $18.00 per hour.

Key Responsibilities Third-Party Sponsorship & Billing Administration • Serve as the primary administrator and subject matter expert for all third-party sponsorship and contract billing programs. • Establish, maintain, and monitor sponsored student accounts to ensure accurate billing and account activity. • Coordinate billing and collections activities for third-party sponsors and funding partners, including but not limited to: • Apprenticeship Programs • Achieve Your Degree (AYD) • K-14 Initiatives • Career Link • Corporate Sponsorships • Outside Scholarships • Department of Workforce Development (DWD) • Skills Training and Workforce Development Programs • Other approved sponsorship and contractual funding arrangements

• Review sponsorship authorizations, contracts, and supporting documentation to ensure eligibility and compliance with billing requirements. • Serve as the primary point of contact for sponsoring organizations, workforce partners, employers, and internal stakeholders regarding account status, billing, payment activity, and program requirements. • Develop and maintain positive working relationships with external funding partners and campus stakeholders.

Student Account Support & Customer Service • Provide professional, responsive, and solution-oriented support to students, families, faculty, staff, and external partners regarding sponsored accounts and student account inquiries. • Explain sponsorship requirements, billing procedures, tuition and fee assessments, account activity, payment options, financial aid impacts, refund processes, and institutional policies. • Research, analyze, and resolve account concerns, billing discrepancies, payment issues, and sponsorship-related questions. • Collaborate with students and sponsoring organizations to resolve account issues and maintain accurate account records. • Escalate complex account concerns as appropriate to ensure timely resolution and support student success.

Invoicing, Receivables & Revenue Management • Prepare, process, and monitor invoices for third-party sponsors, workforce development programs, external scholarships, government agencies, and other approved funding sources. • Verify enrollment, registration, attendance, eligibility, and billing requirements prior to invoicing. • Track outstanding receivables and conduct collection activities to support timely payment of institutional revenue. • Monitor aging receivables and follow up on delinquent balances in accordance with institutional policies and contractual requirements. • Accurately apply sponsor payments and ensure proper allocation of funds to student accounts. • Assist with revenue monitoring activities to ensure timely recognition and collection of sponsored revenues.

Account Reconciliation & Financial Administration • Monitor, reconcile, and maintain third-party receivable accounts and sponsorship balances. • Investigate, analyze, and resolve account discrepancies, payment variances, billing errors, disputed charges, and outstanding balances. • Review account activity to ensure payments are applied accurately and account records remain current. • Maintain supporting documentation for all sponsorship and billing activities. • Ensure compliance with institutional accounting procedures, sponsor agreements, and established internal controls.

Reporting, Data Analysis & Compliance • Identify trends, discrepancies, and opportunities for process improvement to enhance operational efficiency and financial accuracy. • Provide data and reporting support to campus leadership, Workforce Alignment, academic departments, Finance, and external stakeholders. • Maintain complete and accurate records of sponsorship agreements, invoices, payments, collections activity, correspondence, and supporting documentation. • Ensure all responsibilities are performed in accordance with FERPA, institutional policies, sponsor contracts, state regulations, and professional standards. • Assist with internal and external audits by providing requested documentation, reports, reconciliations, and supporting records. • Maintain confidentiality of student records, financial information, and other sensitive institutional data.

Student Account Specialist Backup Responsibilities • Serve as the primary backup for the Student Account Specialist during absences, peak workload periods, and operational needs. • Provide frontline student account support and customer service to students, faculty, staff, and external partners. • Assist with cashiering functions, payment processing, account adjustments, and student account maintenance activities. • Support daily cash handling, reconciliation, and deposit preparation activi

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