Assistant Bursar

Position Title: Assistant Bursar

Department: Business Office

Advertised Pay: Low to Mid $60,000's

Campus Location: Washburn University

Application Review: Application review will begin as applications are received and will continue until the position is filled.

Position Summary: This position serves as the backup to the Bursar and has oversight of all Business Office Operations in the absence of the Bursar. The position serves as the lead and contact for all third-party payments and payers, including all military branches. This position oversees Cashiers, including all related activities, and is responsible for all petty and cash funds at Washburn.

About Washburn University: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

Essential Functions:

• Oversees Business Office operations in the Bursar’s absence, ensuring continuity of services and compliance with institutional policies.
• Processes student refunds, verifies Title IV calculations, manages account holds, updates meal plans, and maintains accurate student accounts.
• Prepares daily banking files and deposits; manages cash levels, petty cash, change funds, ACH returns, returned checks, and cashier discrepancies.
• Leads third-party billing and payment processing, including payer setup, account reconciliation, grant and scholarship tracking, billing follow-up, and student communications.
• Supervises Business Office and cashier staff, including recruitment, hiring, onboarding, training, scheduling, performance evaluations, and professional development.
• Oversees cashier coverage, approves leave requests, and leads implementation of process and technology changes.
• Maintains Business Office web and SharePoint content, policies, procedures, deadlines, and TouchNet access; supports Marketplace operations, reporting, refunds, and payment troubleshooting.
• Responds to 1098-T tax form inquiries and maintains required third-party system certifications.
• Coordinates student account exemptions and adjustments with other departments to ensure accurate balances.
• Prepares journal entries in coordination with Finance and reviews account reconciliations, processing documentation, and internal controls.
• Coordinates courier services and communicates with campus departments regarding banking and deposit concerns.
• This position recruits, hires, trains, schedules, and evaluates the performance and effectiveness of assigned staff to maximize employee performance and facilitate professional growth. Provides feedback and professional development opportunities. As the team leader and motivator will work to maintain a healthy, fair, and inclusive work environment by exercising teamwork and collaboration. Actively promotes a professional workplace culture of mutual respect and collegiality for all members of the institution. Works to build positive and cooperative relationships with staff, encouraging them to work toward individual and departmental goals. Establishes lines of open communication with Business Office staff to encourage and foster active involvement in improvements to Business Office processes and practices.
• Promotes a collaborative and respectful workplace while identifying opportunities to improve Business Office processes.
• Performs other job-related duties as assigned or appropriate.

Required Qualifications:

• Bachelor’s degree in accounting, Business Administration, Finance, or a related field, or an equivalent combination of education and experience totaling four years.
• One year of experience in a supervisory accounting position.
• Proficient knowledge of Excel.
• Experience with account reconciliations.
• Effective analytical, organizational, and communication skills.
• Ability to manage multiple priorities, exercise sound judgment, and work collaboratively.
• Experience using computer-based accounting or payroll systems.

Preferred Qualifications:

• Experience in higher education, including at least two years in a Bursar or Student Accounts office.
• Four years of experience in a financial, banking or business office setting.
• One year of banking experience, including balancing a cash drawer and/or a vault, reconciliation, and discrepancy resolution.
• Knowledge of enterprise resource planning (ERP) systems, such as Ellucian Banner.

Exempt, Full-time, Mon-Fri, 8am-5pm

Background Check Required

Washburn University is committed to providing an environment for individuals to pursue educational and employment opportunities free from discrimination and/or harassment. The University prohibits discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email benefits@washburn.edu or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.