Invoice Administrator

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

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

Student Financial Services (SFS), a unit within the Office of Registrarial Services, delivers financial services to undergraduate and graduate students across all University of Guelph campuses (Guelph, Guelph‑Humber, and Ridgetown). SFS includes Student Business, Student Awards, and Government Financial Aid, collectively serving over 30,000 active students.

Reporting to the Assistant Registrar – Student Business, the Invoice Administrator provides multi‑faceted support to the University, sponsors, and domestic and international students, with primary responsibilities related to student financial accounts. The role is responsible for the administration of third-party sponsorship invoicing, registration and billing for the University Health Insurance Plan (UHIP), assistance maintaining student accounts receivable, and providing administrative support to the Tuition Fee Appeal committee.

Duties and Responsibilities

Duties include, but are not limited to, the following:

• Preparing semesterly invoices for students sponsored by third‑party clients, processing adjusted invoices and credits throughout the semester, and maintaining accurate records for each sponsored student.
• Following up with sponsors regarding unpaid invoices and responding to inquiries related to sponsorship billing.
• Administration of the University Health Insurance Plan (UHIP) for international students, including liaising with students and the insurance provider to ensure enrolment accuracy, compliance, and reconciliation of premiums.
• Acting as recording secretary for the Tuition Appeal Committee (TAC), including scheduling meetings, preparing agendas, recording and communicating decisions, and ensuring the tuition appeal review process is completed accurately and in a timely manner.
• Providing front‑line service support by assisting with the Student Business general email inbox and receiving phone calls, responding to routine student inquiries, and referring complex matters to appropriate staff as required.
• Communicating with internal and external agencies, auditors, students, faculty, and colleagues in a professional manner which meets the service expectations of the Office of Registrarial Services.
• Assisting the Student Business team with testing, reviewing test scenarios, verifying expected outcomes, and reporting issues to appropriate staff.
• Building and maintaining a strong knowledge of University, Office of Registrarial Services, and Student Financial Services policies and procedures.
• Performing other related duties as assigned.

Requirements

• Two‑year community college diploma in a business‑ or accounting‑related field.
• Up to and including 24 months experience in a complex invoicing or accounts receivable environment, with demonstrated experience providing professional, accurate, and responsive customer service to a diverse client base.
• Experience processing accounts receivable in a large, policy-driven business environment; experience in a government or post-secondary setting is preferred.
• Experience with Ellucian Colleague and the University's Financial Reporting System an asset.
• Strong intermediate skills with the Microsoft Office Suite, specifically Excel and Word.
• Excellent analytical and problem-solving skills with strong attention to detail.
• Proactive, action-oriented approach; anticipate possible difficulties, troubleshoot and propose solutions.
• Strong knowledge of University and Office of Registrarial Services policies and procedures.
• Strong communication, conflict resolution and interpersonal skills to communicate effectively and diplomatically with students, staff, and external clients.
• Demonstrated ability to organize work, manage multiple priorities, and meet deadlines in a fast‑paced environment with frequent interruptions.
• Ability to manage periods of increased workload with professionalism and a positive approach, particularly during peak periods such as the start of each semester.

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: 04/23/2026  
Closing Date: 04/30/2026