Job Details

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California College of the Arts
  • Position Number: 2951340
  • Location: San Francisco, CA
  • Position Type: Student Affairs and Services

Student Accounts Refunds Coordinator

San Francisco

The Refunds Coordinator is the first point of contact for assisting students with their student accounts regarding refunds. Works closely with Admissions, Student Records, Financial Aid, Housing, Business Office and Special Programs regarding transactions pertaining to financial aid, tuition and fees. Performs a variety of complex accounts receivable functions for the Business Office related to student tuition and non-tuition accounts, financial aid refunds and overpayments.

This is a hybrid role with flexibility around the in person and remote work schedule.


Student Refund Processing - 60% of time
  • Complex AR report building and maintenance
  • Complex analysis of student account financial activity pertaining to financial aid disbursements, return of financial aid funds, student billing and AR adjustments
  • Creates and processes student refunds (check, credit card, ACH, Wires, Emergency Loans) of federal aid disbursements and student payments
  • Processes credit card refunds directly to customer cards via Touchnet
  • Responds to bank inquiries/validation for international wire payment and refund transactions
  • Tracks and processes wire refunds subject to institutional limits
  • Tracks and maintains address updates for international student refunds
  • Tracks and processes return refund checks, rejected ACH and wire refunds
  • Oversees re-issue of refunds

Customer Service/Student Support - 30% of time
  • Responds to student inquires via email, phone and in person
  • Assists students with tracking , analysis and understanding of financial matters pertaining to registration of classes, student insurance , housing, meal plans and miscellaneous fees
  • Assists students with tracking, analysis and understanding of financial aid expected, credited and adjusted on their student account
  • Adjusts late fees and miscellaneous charges to student accounts
  • Receives and processes cash, checks and credit card payments
  • Creates, reconciles and prepares daily bank deposits

AR and Enrollment Management - 5% of time
  • Performs analysis of current and anticipated student billing, financial aid disbursement and student payments assuring compliance with institutional payment requirements
  • Collaborates cross divisionally re: student enrollment and financial obligations
  • Determines student's opportunities to maintain enrollment
  • Assists students with special payment plans

Communications and Training - 5% of time
  • Prepares and sends communications for student accounts office
  • Trains new staff
  • Trains and oversees work-study students

  • Bachelor's Degree is preferred.
  • Must have strong accounts receivable and reconciliation experience.
  • Ability to accurately analyze and interpret complex student financial account/billing history is vital.
  • Ability to understand and apply best practice based on school financial policies, best practice banking policy and federal regulations.
  • Ability to handle sensitive and confidential student information, abiding by school and federal regulations.
  • Ability to multitask with team and handle many projects simultaneously. Must have excellent verbal and written communication skills.
  • Exceptional skills collaborating with multiple and diverse constituents are a must, demonstrating diplomacy, integrity and sound judgement.
  • Must be able to foster a service orientation within the office and team.
  • Must be able to recognize and prioritize competing projects.
  • Must demonstrate attention to detail, accuracy, strong organizational skills, and the ability to articulate and disseminate complex information to multiple audiences. PC and/or mainframe computer experience is a must.
  • Ability to apply technological innovations to Business office operations with strong computer skills in Excel.
  • Experience using, testing, developing, implementing and supporting Workday or similar ERP software.

  • The range for the position is $26.00 - $28.20 per hour.
  • CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here:

  • CCA considers a full-time work week to be 37.5 hours per week.

Please note that in an effort to keep the CCA community safe, the College requires all staff, faculty, and students who are on campus to be fully vaccinated, including to have received a booster shot (if eligible). The job responsibilities of this position may require time regularly spent on campus, and therefore the incumbent will be asked to follow the CCA vaccination requirement, unless an exemption is approved. Please reach out to with any questions.

San Francisco

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions, screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.


Please address any questions to

To apply, visit

Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.

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