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Bursar & Housing Coordinator- Kaiser Permanente School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 810227 Date posted: 07/12/2019

By joining the team that is designing and implementing the Kaiser Permanente School of Medicine, you will have the opportunity of a lifetime to create a medical school that will educate physicians for the 21st century and beyond and be a catalyst for change in medical education. This position will be working as a part of an extremely dynamic team of professionals supporting all aspects of the School of Medicine and the creation of the infrastructure, process, and procedures for the Kaiser Permanente School of Medicine. The team works from an interdependent model of practice and we are looking for someone who thrives in a highly challenging role within a high functioning team-based environment.

The Kaiser Permanente School of Medicine will offer more than a conventional medical education. It will provide students with the unique opportunity to be taught by the physicians of Kaiser Permanente and immersed in one the nation-s highest-performing health care organizations. Students will gain critical knowledge and real-world experience and benefit from unprecedented access to Kaiser Permanente's people, data and technology. This unparalleled approach, plus our deep commitment to resilience, well-being, and inclusion will create a culture where physicians are better prepared to face the health challenges of the future, while helping the nation-s diverse communities thrive. Learn more about the Kaiser Permanente School of Medicine at

The KPSOM Bursar and Housing Coordinator's function is to plan, organize and manage all operational aspects and activities related to students' billing records and account, as well as administer student housing policies and processes. Responsible for serving as custodian of student financial accounts in accordance with federal, state and Kaiser Permanente School of Medicine (KPSOM) regulations. Ensure accuracy and integrity of financial records; provide the necessary services which facilitate administration of assistance programs, student billing, disbursement, and a variety of other services related to student financial records. Manage, implement, and administer student housing policies and processes. This position reports to the Director of Student Systems/Registrar.

Essential Responsibilities:
  • Oversee and process student billing, receivables, cashier functions, third-party billing, student refunds, and collection of accounts for current and former students in the Kaiser Permanente School of Medicine. Ensure integrity and accuracy of student financial records in accordance with federal, state, and Kaiser Permanente School of Medicine (KPSOM) regulations.
  • Post and reconcile all financial aid disbursements of scholarships and grants, loans, and third-party payments to student accounts in an efficient and accurate manner.
  • Communicate payment options to students by email, phone, mail or in person regarding their account. Monitor payment plans of all current and past due accounts and identify at risk student accounts. Initiate and maintain correspondence regarding delinquency status.
  • Work closely with KPSOM Information Technology Services and KP Information Technology to monitor and improve current systems, and/or implement new ones, while continually evaluating operations.  Participate in decision-making and testing process regarding the development and maintenance of student record system (Unit4) as it relates to billing, including payment and disbursement. Identify and implement database elements, queries, and reports to monitor student billing, receivables, cashier functions, third-party billing, student refunds, and collection of accounts.
  • Develop, implement, and manage, in collaboration with the Director of Student Systems/Registrar, policies and processes related to the facilitation and support of adequate and appropriate student housing. Review, analyze, and prepare reports as needed or requested.
  • Develop, manage, and implement effective external and internal communications (print, web, email, and interpersonal) related to housing policies, practices, development, and other matters. Communications include those with students, KP staff, and KPSOM faculty and staff.
  • Engage in continuous quality improvement with respect to policies, practices, and strategic plans, including research and benchmarking of peer institutions around housing and billing related to student accounts. Collaborate with administrators, deans, faculty members, financial aid, and admissions, to facilitate and improve services to students.
  • Other duties as relevant to the duties of the position or as assigned by supervisor or designee, which may include oversight of medical student compliance, such as immunizations, technical standards, HIPAA, FERPA, and other areas, and visiting student activities and compliance.

    Basic Qualifications:
  • Minimum three (3) years of experience in an administrative position in student financial services/Bursar's office.
  • Education
  • Bachelor's degree.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Demonstrated experience effectively counseling and advising students.
  • Strong written and verbal communication skills.
  • Strong interpersonal skills.
  • Active listening skills.
  • Customer service orientation.
  • Ability to work effectively with a diverse population of students, faculty, staff, and external constituents.
  • Strong organizational skills and ability to prioritize work and meet deadlines.
  • Computer proficiency to use complex databases, and software associated to the position.
  • Ability to interpret and apply knowledge of policies to a variety of situations.
  • Strong problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability.

  • Preferred Qualifications:
  • Demonstrated experience working in Student Financial Services/Bursar's Office at a School of Medicine.
  • Relevant experience working in student affairs, financial aid, student services, or residence life.
  • Master's degree in business, accounting, or related fields, and five (5) years of related experience.
  • Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Individual Contributor Job Category: Education / Training Department: Medical Education Strategy Travel: Yes, 5 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Education & Training Careers

    Careers In Education & Training

    Our education and training teams dedicate their attention to the ongoing development of our many health and business professionals to improve the overall performance of the organization. Work includes identifying training needs, designing learning strategies, defining instructional courses, and harboring an ongoing commitment to leadership development, organizational effectiveness, and instructional management.

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