Invoice Administrator

Department: Student Financial Services
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 05/11/2025 to 03/27/2026
Temporary Absence of the Regular Incumbent

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

The Office of Registrarial Services (ORS) plays a critical role in supporting the academic success of students and ensuring the smooth operation of academic records, course registration, and student services. Through its impactful work, the ORS helps shape the student experience, supporting a seamless and efficient process that enables students to achieve their educational goals.

The University of Guelph is seeking a detail-oriented and proactive Invoice Administrator to join the Student Financial Services (SFS) team within the Office of Registrarial Services (ORS) on a temporary full-time basis. Reporting to the Assistant Registrar, Student Business, the Sponsorship Administrator will support both domestic and international sponsored students, coordinate the University Health Insurance Plan (UHIP), and provide administrative assistance to the Tuition Appeals Committee. Additionally, this role includes payroll and time entry responsibilities for the SFS office. This position offers an exciting opportunity to contribute to student success while gaining valuable experience in a dynamic and collaborative environment.

Duties and Responsibilities

1. Third-Party Invoicing:

   • Manage invoicing for approximately 300 sponsored students per semester across 75 third-party sponsors.
   • Ensure compliance with sponsorship agreements, follow up on unpaid invoices, and counsel students on financial responsibilities.

2. Tuition Appeal Committee (TAC) Administration:

   • Review student applications for eligibility and follow up with students for supporting documentation.
   • Prepare monthly review file for committee members.
   • Attend monthly TAC meetings, take notes, notify students of committee decision and follow up on approvals.

3. University Health Insurance Plan (UHIP) Coordination:

   • Administer UHIP for over 1,400 international students and their families, including registration, billing adjustments, and monthly reconciliations.
   • Communicate with students and Sun Life representatives, and attend annual conference (usually held in May) to stay updated on procedural changes.

4. Payroll and Time Entry:

   • Ensure timely submission of timesheets, reconcile vacation and sick time, and maintain accurate employee records.
5. Tuition Billing Table Updates:
   • Assist team with semesterly updates to Tuition Tables and fees.

6. Miscellaneous Duties:

   • Data entry and providing support during staff absences.

Requirements

• Education: Two-year diploma in Business or equivalent combination of education and experience.
• Experience: Minimum 1.5 years of relevant experience, including accounts receivable processing in a medium to large business environment (preferably in government or non-profit sectors).
• Skills:
  • Strong knowledge of Excel, word processing, and systems such as Colleague and FRS.
  • Excellent analytical, problem-solving, and communication skills.
  • Ability to work with sensitive information and maintain attention to detail.
  • Maintain accurate records for audit purposes.
  • Provide input for process improvements.
  • Knowledge of university policies and procedures is preferred.

Employee Type: Regular
Position Number: 10443025
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 05/08/2025
Closing Date: 05/15/2025