Receivables & Collections Operations Assistant Manager

Position Number: 40130543

Payroll Title: FINANCIAL SVC MGR 1

Job Code: 000218

Job Open Date: 2/19/2026

Application Review Begins: 3/6/2026

Department Code (Name): CTLR (CONTROLLER)

Percentage of Time: 100%

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): MSP

Salary Grade: Grade 24

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $97,200 to $125,000/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $97,200 to $182,000/year.

Work Location: Student Affairs & Admin Svs - 1212

Working Days and Hours: M-F 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) BFS supports a hybrid agreement for this position and will continue to do so as long as it makes sense for the position and meets the campus policies.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

In support of the UCSB Mission and UC Statement of Ethical Values, Business & Financial Services is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general direction of the Receivables and Banking Services Manager, the Receivables & Collections Operations Assistant Manager (Assistant Manager) provides leadership and determines the best use of resources to meet operational goals for BARC student billing, receivables, collections, and customer service functions. The Assistant Manager oversees the central campus billing system for sundry receivables within Oracle Financials Cloud and develops, recommends, and implements accounts receivable policies and procedures. The role manages issues of diverse scope requiring evaluation of multiple factors, leads enterprise-wide processes affecting students and campus partners, supervises professional staff, and represents the University of California, Santa Barbara (UCSB) at industry, system-wide and campus-wide meetings. Decisions have significant institutional impact, and the position is critical to safeguarding campus revenue while ensuring a high-quality, student-centered service experience.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 4-6 years Experience managing student billing, accounts receivable, and collections operations within a higher education or similarly complex institutional environment.
• 4-6 years Experience managing high-volume billing operations, receivable reconciliations, and financial data analysis with a high degree of accuracy and internal control awareness.
• 4-6 years Experience delivering high-quality customer service, with the ability to resolve complex billing and account issues professionally, accurately, and with sound judgment.

• 4-6 years Experience supervising, training, and evaluating professional staff while fostering a collaborative, high-performance, and student-centered service culture.

Preferred Qualifications:

• 1-3 years Knowledge of federal and institutional loan programs, including collections, deferments, forbearance, tax intercepts, bankruptcy processing, and regulatory compliance requirements.
• 1-3 years Strong working knowledge of enterprise financial systems (preferably Oracle Financials Cloud) and general ledger reconciliation processes.
• 1-3 years Experience coordinating regulatory reporting activities such as IRS Form 1098-T, state tax intercept programs, and audit documentation support.

Special Conditions of Employment:

• Candidates must be legally authorized to work in the United States without the need for employee sponsorship
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 30% Supervision, Training, and Employee Development - Supervises and provides operational oversight for central campus Student and Sundry Accounts Receivable functions, including billing, account servicing, and collections activities. -Oversees day-to-day operations related to student consolidated receivables, sundry receivables billing, loan collections, and customer service support. Supports system administration activities, including maintenance of billing calendars, generation of paper and electronic billing files, receivables reconciliation to the General Ledger, and coordination of required tax reporting (e.g., 1098-T). -Provides operational oversight for student financial aid disbursement posting and reconciliation, federal and institutional loan collection activities (including repayment counseling, deferments, forbearance, cancellations, tax intercepts, and collection agency referrals), and non-loan receivable collections, payment plans, and delinquency management. -Develops and manages unit work plans; assigns and monitors workload to ensure timely, accurate processing and compliance with campus policies and internal controls. Reviews output and reconciliations to confirm adherence to established procedures and financial control standards. -Supervises, trains, and coaches professional staff. Participates in recruitment, onboarding, performance evaluations, and corrective action as needed. Assesses staffing needs and makes recommendations to ensure effective service delivery and operational continuity.
• 10% Strategic Planning and Project Support - Provides operational leadership and direct supervision for assigned BARC functions, including student billing, receivables, collections, and customer service. Ensures daily operations are efficient, compliant, and aligned with campus and Business & Financial Services (BFS) objectives. -In coordination with the Manager, implements service standards, goals, and performance expectations. Monitors workflow, workload distribution, and productivity to ensure timely billing, collections, accurate account maintenance, and responsive customer service. -Interprets and applies UC policies, regulations, and campus procedures related to billing and collections. Identifies and implements process improvements to enhance service quality, operational efficiency, and compliance. -Supports implementation of new directives, system updates, and process changes, and assists the Manager with special projects and operational initiatives as assigned.
• 30% Receivables Management - Supports the end-to-end management of student and non-student receivables to promote effective billing, collections, and overall campus financial health. Assists in overseeing daily billing and collection operations, ensuring activities are coordinated, compliant, and responsive to operational needs. -Supports administration of campus student and non-student billing processes, including high-volume statement production and monitoring of receivable balances. --Reviews workflows and reconciliations to ensure accuracy, timeliness, and adherence to internal controls. -Serves as a key operational contact for student and non-student receivable billing and collection processes, providing guidance to campus departments and internal staff on procedures and requirements. -Maintains working relationships with external billing vendors and collection agencies, monitoring performance and supporting issue resolution. -Assists departments with policy interpretation and compliance related to billing and receivable activities, escalating complex or high-risk matters to the Manager as appropriate. -Resolves escalated customer service, billing, and collection issues within delegated authority, including account disputes and time-sensitive cases. -Identifies opportunities for process improvements and operational efficiencies to enhance service quality and effectiveness.
• 20% Financial Data Management - Supports the integrity, accuracy, and appropriate use of financial data related to billing, receivables, and collections. Assists in overseeing system and data processes that support reporting, operational decision-making, and campus coordination. Implements and monitors processes for analyzing, managing, and recording accounts receivable data, ensuring accuracy, consistency, and compliance with internal control standards. -Supports functional administration of the enterprise receivables system used to record and manage accounts receivable activity, including coordination of billing structures, class codes, and student status reviews to ensure accurate billing and reporting. -Assists with Campus Fee Table coordination in partnership with campus stakeholders to help ensure fees are current, accurate, and properly applied within system parameters. -Responds to system user needs, including supporting system updates, testing, troubleshooting, documentation, and end-user training. -Serves as a functional resource on campus initiatives involving receivables data and related financial systems, escalating strategic or high-impact matters to the Manager as appropriate.
• 10% Compliance - Supports compliance for receivables-related activities, ensuring operations are conducted in accordance with applicable laws, regulations, and institutional policies. Assists in overseeing compliance-sensitive processes and helps coordinate campus responses related to audits and regulatory requirements. -Monitors adherence to government reporting, regulatory, policy, and internal control requirements related to receivable billing and loan collections. -Supports the timely and accurate issuance of IRS Form 1098-T and related reporting activities. -Coordinates processing of State of California Franchise Tax Board (FTB) collection files and assists with required documentation and reconciliations. -Ensures appropriate review of student status and account activity to support compliant billing, collections, and reporting practices. -Assists with oversight of debtor bankruptcy notifications, federal Perkins Loan regulatory requirements, and other mandated compliance activities, escalating complex matters as appropriate. -Reviews and processes pass-through funding transactions in accordance with institutional and financial control requirements. -Participates in internal and external audits by gathering documentation, preparing responses, and supporting corrective actions. -Assists in developing and updating procedures to address new or evolving compliance requirements and may represent the unit in campus or systemwide compliance discussions as delegated.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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