Accounts Receivable Specialist

In accordance with CUPE requirements, qualified internal applicants will be considered prior to external candidates

Permanent Full-Time Position
8:30am to 4:30pm / Monday to Friday
Pay Grade F ($55,528 to $59,404 per annum)

ABOUT EMILY CARR UNIVERSITY OF ART + DESIGN

Situated on unceded, traditional and ancestral xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) territories in Vancouver, Canada, Emily Carr University of Art + Design (ECU) is where creativity meets practice. Ranked among the world’s top 30 universities for art and design (QS 2024), ECU is recognized globally for its hands-on, practice-based teaching and learning environment that equips students to experiment, take risks and drive innovation.

Since 1925, ECU has championed bold ideas and emerging talent through a close-knit, studio-intensive setting that connects students with award-winning faculty, cutting-edge facilities, and real-world opportunities. Today, ECU serves more than 2,400 undergraduate and graduate students, along with thousands more through continuing studies, contributing to Canada’s cultural and creative sectors and shaping the future of art, media, design and research.

Having marked our centennial in 2025, ECU continues to ask what art and design can make possible. With more than 100 years in the making, we are shaping what comes next.

ABOUT THE ROLE

Reporting to the Manager, Financial Services, and with day-to-day supervision from the Accounts Receivable Supervisor, the Accounts Receivable Specialist is responsible for managing receivables, processing financial transactions, and responding to a variety of account inquiries. This role requires the ability to work accurately with numbers and multi-step processes, problem solve, and work independently and collaboratively with team members, other university departments, as well as external fund providers to maintain accurate records and provide support to students’ account and inquiries.

BENEFITS OF JOINING THE EMILY CARR COMMUNITY

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the Municipal Pension Plan.
• Competitive vacation and Professional Development benefits.

TYPICAL DUTIES:

• Responds tactfully and owns end to end inquiries, requests or clarification of information in person, by phone and via email regarding payment methods, student fees, account balances, tuition deferrals and other related information. Communicates with other departments and external parties regarding student account information, applying University policies + procedures, and FOIPPA where necessary. Follows up with relevant department approver and makes necessary adjustments to student accounts.
• Primary contact for tuition fee deferrals. Using a high degree of judgement, meets and provides guidance to students to create individualized payment plans or tuition deferrals, assessing the student’s needs while adhering to university policies. Assesses adequate supporting information + ensures deferral submission form meets financial terms for deferral. Identifies necessary paperwork for FOIPPA requirements or associated provincial student loan documents where student loans funding is pending. Directs students to Financial Aid Office or external agencies where necessary. Responsible for end-to-end payment plan process in Colleague and follows up on overdue payments, charging late fees as necessary.
• Provides back up support during peak periods and vacation coverage to the Student Payments Office, receives and applies payments from students and staff; in-person, phone or online for tuition fees, supplies, and other fees to Colleague and other software applications e.g. PaperCut. Assists in downloading and posting online direct deposit payments into student accounts. Includes analyzing reports to ensure accurate data transmission and posting to student accounts. Provides reports to other departments as required.
• Assists with monitoring Monitors tuition charges at the start of registration period to ensure tuition and related charges are correctly charged in Colleague. Initiates follow-up with relevant departments on any discrepancies and works through complex accounts with the support of the AR Supervisor.
• Initiates the preparation and processing of refund vouchers for approval and submission to weekly cheque runs as required.
• Liaises with other departments, Indigenous sponsoring agencies, government agencies to prepare and invoice students’ tuition and non-tuition receivables amounts through Colleague’s sponsorships module processes while adhering to the sponsoring agencies’ approved funding specifications. Follows up with students and sponsoring agencies on ineligible costs, exceeded set amounts, and on overdue accounts. Collaborates with various departments on unique sponsor/funding situations to determine best course of action.
• Reviews aged receivables report to analyze unpaid student accounts each term after tuition deadline to follow up and pursue overdue accounts. Maintains overdue accounts list, adding late fees and closely co-ordinates with Student Services for verification on attendance or leaves of absence for de-registration process. Sends email notices for non-payment and overdue accounts, placing restrictions on accounts.
• Responding as necessary to other departments’ communications related to student accounts from withdrawals/drops requiring manual AR invoice adjustments including tuition and fees, UPass, health and dental in accordance to University add/drop policies. Accurately adjust accounts accordingly.
• Processes special cash batches as necessary, including ad hoc cheques received or incoming direct bank payments, liaising with other University departments for the appropriate GL account, contacting payer as necessary, gathering supporting documentation, reconciling and verification with bank account. Files completed batches with proper financial audit documents.
• Processes external and internal student bursaries and scholarships to student accounts, accurately apply high volume University awarded scholarships + awards in Fall and Spring terms, maintaining worksheet for any changes to awards’ recipients and amounts. Reviews year end bursary recipients and applies awards to recipients’ outstanding balances. Coordinates with Associate Registrar and Accounts Payable to process remaining bursary balances for pay out to recipients. Responsible for ensuring T4A requirements are met and applied in accordance with Canada Revenue Agency regulations.
• In conjunction with IT, participates in the implementation and testing of updates and enhancements for accounts receivable components of the Colleague system prior to live deployment.
• Runs various Colleague processes to troubleshoot and clear any past due or update payment allocations to student accounts for T2 + T4A and system Archival processes.
• Reconciles related General Ledger accounts as needed including follow-up on & correcting any discrepancies through Colleague AR cash receipts or invoice modules.
• As needed by other departments, analyses student accounts for Student Art Sale participation, Bursary recipients, and graduation.
• Maintains in-depth knowledge of data entry procedures for Colleague Accounts Receivable processes and updates procedures as needed. Explains University policies and procedures as they relate to accounts receivable and provides information and assistance to students and 3rd parties as required.
• As needed, provides input on new University processes and procedures on accounts receivable related components.
• Assists with monthly and fiscal year-end duties as required, including preparing lead sheets for audit files and bad debts year end Colleague processes and provision for bad debts as needed.
• Performs other related duties as required.

• Completion of Grade 12 plus a minimum of one year of courses in Bookkeeping, Finance, Accounting or Business Administration.
• Minimum two-year post-secondary diploma in accounting.
• Minimum three years’ recent work experience in accounts receivable preferably within an integrated enterprise resource planning (ERP) accounting environment. Or and equivalent combination of education and experience. Experience with Ellucian Colleague is an asset.
• Experience providing frontline customer service, cashiering transactions, preparing cash deposits, and processing financial transactions, collections and refunds.
• Substantial working knowledge of accounts receivable best practices and principles.
• Strong experience of working with Excel, Word, Adobe PDF, and email.
• Strong working knowledge of cashiering, accounts receivable, collections and office procedures.
• Proven ability to process cash and other payment types with a high level of accuracy.
• Mathematical aptitude including the ability to handle large volumes of transactions, problem-solve, analyse, and reconcile accounts.
• Ability to work independently, exercise sound judgement and make appropriate independent decisions within policies and guidelines.
• Ability to deal effectively, tactfully and positively with university students, staff and the public.
• Ability to use good judgement and handle confidential information.
• Strong verbal and written communication skills and the ability to explain account information to individuals who may not necessarily have a strong background with numbers.
• Ability to work independently and as a member of a team.
• Ability to handle a high volume of work including the ability to multitask, prioritize tasks, and meet deadlines.
• Ability to convey and apply University and departmental policies, procedures, and guidelines. Familiar with Freedom of Information and Protection of Privacy Act (FOIPPA)

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.