Student Account Analyst

Employment Group

CUPE

Position Number

01054

Division

VP Administration and Finance

Department

Vice President Administration and Finance

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.00

Workload

35 hours per week, Monday to Friday

Pay Level

CUPE 9: $32.84 per hour

Appointment Start Date

19-Jan-2026

Applicant Documents

CV/Resume, Cover Letter, Name and contact information of recent supervisors willing to provide a reference

Posted Date

27-Nov-2025

Closing Date

10-Dec-2025

Job Reference

2839

Duties:

Standardized Transactions

• Monitor, review and adjust student accounts ensuring the accuracy of payments applied, amounts billed, and remaining balances owing, in the student ledger system
• Apply payments to student accounts ensuring appropriate payment application methodology and processes are applied including:
• • Processing of incoming bank wire payments received via RBC to the appropriate student account or department
  • Investigate unidentified wire payments received via RBC to determine the appropriate student account or department to apply
• Download and upload daily EDI online bank payment files and investigate any discrepancies
• Conduct bank deposit preparations as required and ensure they are prepared for pickup
• Prepare daily payment reconciliations
• Analyze student account records with outstanding balances, determine appropriate collections action., ensure compliance with BC Collections Law and VIU policies and procedures
• Process departmental charges to student accounts and adhere to all university policies and guidelines
• Maintenance of petty cash and cash floats
• Respond to emails and telephone calls
• Provides support to the Student Sponsor Coordinator as required
• Prepare clearing transactions for items such as payments and invoices for campus and external partners, annual bad debt write-offs, and contracts
• Apply and/or reverse international medical insurance fees (Guard.Me) through:
• • SLED uploads
  • Manual application of charges & payments in SLED
  • Implementation of opt-out processes
  • Communication with Guard.Me on exceptional cases

Refund Processing

• Responsible for efficiently and accurately processing student refunds
• Receive and process refund requests from students, or internal departments through various channels, including email
• Verify the accuracy and validity of refund requests, ensuring that all necessary documentation, information, and authorization has been received
• Process refunds using the appropriate payment methods, including cheque, credit card, and online payment platforms such as PayMyTuition (PMT)
• Reconcile refund transactions with accounting records to ensure accuracy and completeness

Communication

• Provide exceptional and professional customer service to students, parents, internal departments, and external customers
• Capable of articulating clearly and concisely to individuals with varying language proficiencies.
• Monitor and respond to incoming emails promptly and professionally
• Address inquiries, resolve issues, and provide accurate information based on institutional policies
• Organize and prioritize emails based on urgency and complexity
• Collaborate with other team members to ensure consistent and cohesive responses
• Answer incoming phone calls in a courteous and efficient manner

Complex Transactions

• Process complicated, unique transactions using judgment and knowledge of university policies and procedures
• Identify and recommend improvements in business processes to enhance efficiency and accuracy while maintaining internal controls

Other Related Duties

• Provides support to Accounts Receivable and Treasury group as required. This will include supporting the trade receivables group with accounts receivable review, collections, write-offs, refunding, payment application, and payment review
• Apply functional system expertise and collaborate with the Manager, Student Financial Services on system enhancements and ongoing maintenance
• Proactively identify opportunities to improve business processes and prepare systems requests with approvals for the Manager
• Participate in projects within relevant deadlines and establish project priorities to ensure responsiveness to stakeholders' requests
• Performs all other duties and responsibilities as assigned or directed by the revenue team management

Required Qualifications:

Two-year diploma in Business, (with minimum 15 credits in accounting) from an appropriately accredited institution and five (5) years of recent related experience in accounting and/or finance. An equivalent combination of certification, education, and experience may be considered.

• Experience in financial administration, preferably within a higher education or Indigenous community context.
• Experience applying exceptional organizational skills in a high task volume context with competing deadlines.
• Demonstrated experience applying professional and effective written and verbal communication and interpersonal skills, displaying fluency in English.
• Strong conflict resolution skills with proven ability to address disputes and find mutually beneficial resolutions whenever possible in a calm and professional manner.
• Ability to establish and maintain effective, positive, and courteous working relationships with, and provide customer service to, co-workers, administration, faculty and staff employees, students, external agencies, and members of the public.
• Ability to work independently while contributing to a team environment and establish effective working relationships.
• Ability to work according to a pre-established schedule of weekly tasks.
• Ability to multitask, prioritize, and follow multiple projects through to completion with attention to detail.
• Ability to effectively use personal computers and standard office equipment; specifically, intermediate knowledge of Microsoft Excel, Word and Outlook is required. Intermediate knowledge of Microsoft Excel consists of the fluent application of the following functionality:
• • Sorting and filtering of large sets of data.
  • The formulas SUMIF(S), COUNTIF(s), VLOOKUP, SUBTOTAL, CONCAT, IFERROR, MID, LEFT, RIGHT.
• Strong ability to analyze problems, identify solutions, and make appropriate decisions using independent judgment.

Preferred Qualifications:

• Extensive knowledge of Vancouver Island University, its structures, systems, policies, and values.

• Specific familiarity with Unit 4 Business World.

• Experience in a post-secondary institution or publicly funded organization of similar size.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.