Collections Specialist

Saint Mary’s College of California

Moraga, CA

ID: 7086672 (Ref.No. 2544231)
Posted: October 6, 2021
Application Deadline: Open Until Filled

Job Description

Job Type: Full Time
Job Number: 2015-1603142
Location: CA 94556, CA
Department: Business Office
Closing: 11/5/2021 11:59 PM Pacific

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 for student accounts. This position provides leadership, initiative, analysis, and review of past-due accounts with the objective of minimizing bad debt exposure. This position is also responsible for the phase out and mandatory assignment to the Department of Education (the Department) for the defaulted (non-performing) Federal Perkins Loans following the guidelines and requirements set forth by the Department. This position ensures the Federal Perkins Assignment packets are complete, accurate, and accepted by the Department This position is further responsible for monitoring the default rate for Perkins borrowers who are not being assigned to the Department and works closely with outside vendors such as our billing agent and professional collection agencies. It 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, email, and face-to-face.

1. Management of Federal Perkins Loan Program and Assignment of defaulted loans to the Department of Education:
  • Maintains the integrity of data comparison between SMC, our Perkins Loan Servicer (UNISA), NSLDS. and our collection agencies.
  • Responsible for delinquency management and prevents past due accounts from reaching default.* Determines which defaulted (non-performing) loans should be referred to the Department following specific federal guidelines. Creates "assignment" packets following the specific instructions in the "Federal Perkins Loan Assignment & Liquidation Guide". Ensures packets are accurate and complete so they are accepted without issue. Meets federal deadline of June 30, 2022.
  • Performs all other duties required of the Federal program including, but not limited to, communicating with borrowers regarding past due payments, deferments or forbearance;. ensures exit interviews are completed for graduating seniors, communicates the Rights and Responsibilities of the loan, and adheres to all Federal deadlines.
  • Creates and maintains accurate files; updates all loan transactions, on-line, with our Perkins Loan Servicer, including refunds, small balance write-offs, change of status, deferments, forbearance, 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 (Regulation F); verifies placement with collection agency if no payment is received within the required timeline. Makes collection calls on past-due accounts and assists each borrower as needed. Refers accounts to collections after demonstrated due diligence. Follows requirements outlined in Regulation F.
  • 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 Office of the Registrar regarding withdrawn students and NSLDS reporting; interfaces with credit bureaus as needed.
  • Responsible for staying on top of Federal Title IV regulations, campus based programs, Regulation F, and A-133 rules. Assists with pulling accounts and reports for auditor visit.
    2. A/R 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. Complies with rules outlined in Regulation F prior to referring accounts to collections.
    * Responsible for printing and mailing statements and the final 'model validation notice' prior to referring an account to agency. Skip traces addresses and conducts 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 and financial literacy.
  • Responsible for staying educated on College billing and refund policies for all programs in addition to Federal laws such as FERPA, Title IV, Fair Debt and Collection Laws and Regulation F. Familiarity with bankruptcy filing is helpful.
  • 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 all internal payment plan.
    * Works closely with collection agencies. Ensures model validation notice is sent and recalls any accounts deemed uncollectible after one year.

    3. Other Business Office Responsibilities:
  • Assists with responding to heavy phone volume, emails, and other distractions while maintaining professionalism and accuracy.
    * Helps at the counter with cashiering and student inquiries.
  • Assists with special projects such as the review of credit balances, the processing of unclaimed funds, the 1098T forms, and other duties, as assigned.
    * Maintains professionalism while handling difficult, stressful, and confidential financial matters.

    Experience and Qualifications

    Educations: REQUIRED: Bachelors degree

    Experience: Knowledge of accounts receivables management, delinquency management, and bad debt recovery within higher education is desired. Familiarity with Regulation F and with the former Federal Perkins Loan Program and Title IV regulations are also desired. A minimum of three years experience in credit management role preferably in an academic setting. Project management experience helpful. Proficient in Microsoft Office, including Excel, Word and Outlook applications.

    Strong organizational skills and the ability to work on large projects and meet (federal) deadlines. 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, and ability to communicate clearly and effectively. Ability to navigate online systems. Ability to learn new software systems. Ability to 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, Fair Debt and Collections Act (Regulation F), Title IV regulations (including Perkins Loan phase-out project) is needed.

    Other Requirements: Occasional weekends and /or early morning / late evening hours required. Attend webinars and conferences, when necessary.

    Supplemental Information
    Supplemental Information Application Instructions: Please apply online at
    Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

    1. A resume
    2. The name and contact information for three (3) professional references.
    3. In applying for a position, candidates 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.

    College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

    Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

    Please apply online at

    We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.


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