Graduate Student Accounts Receivable & Office Support

Basic Function:

The Graduate Student Accounts Receivable & Office Support role is responsible for managing
billing, receivables,
and collections processes for graduate and select non-degree programs. This position serves as a primary point of
contact for students and
families regarding account balances, payment options, and billing inquiries, requiring strong customer service
and problem-solving
skills.

This role supports the accuracy, timeliness, and compliance of student financial transactions while
collaborating closely
with Financial Aid, the Registrar, and other campus partners. The position also contributes to operational
support within the Business
Office, including reporting, system updates, and auxiliary services.

Responsibilities:

Accounts Receivable, Billing & Collections

• Manage billing, accounts receivable, and
  collections processes for graduate and pre-college programs
• Generate
  and maintain accurate billing for tuition,
  housing, meal plans, lab fees, and other student charges
• Monitor student accounts and
  proactively communicate with students
  and families regarding balances and payment options
• Process payments, refunds, and
  adjustments in compliance with federal
  regulations and institutional policies
• Work with external collection agencies to place and
  manage past-due accounts, including
  tracking and documentation

Student Account
Support & Customer Service

• Serve as a primary point of contact for student account inquiries, providing clear,
  professional, and
  solution-oriented support
• Assist with payment plans and third-party billing arrangements
• Facilitate
  transcript
  requests and support related account clearance processes
• Maintain a high level of responsiveness and professionalism in
  all
  communications

Systems, Data Management & Reporting

• Maintain and update student account data across systems, including Jenzabar, Slate, and Transact Cashnet
• Create receipts,
  journal entries, and miscellaneous transactions to ensure accurate financial records
• Prepare accounts receivable reports,
  analysis,
  and audit schedules
• Update departmental documents, forms, and rate sheets annually

Compliance & Cross-Functional Collaboration

• Ensure strict adherence
  to federal, state, and institutional
  regulations, including Title IV and FERPA
• Collaborate closely with Financial Aid and the
  Registrar to ensure accuracy of student
  financial records
• Update student charges as needed throughout the semester (e.g.,
  housing or enrollment changes)
• Identify
  opportunities to improve and streamline A/R processes and workflows

Auxiliary &
Office Support Functions

• Manage meal plan
  administration in Blackboard for students and
  employees
• Oversee the college merchandise store and pop-up retail
  operations
• Process online merchandise orders,
  including fulfillment, shipping, and inventory tracking

Qualifications:

• Bachelor’s degree in Accounting,
  Finance, Business Administration, or related field
  required; equivalent experience may be considered

Experience:

• 2-4 years of experience in
  accounts receivable, billing, collections, or general accounting required
• Experience in a
  customer-facing financial role
  required, including handling sensitive conversations related to balances, payment plans, or past-due
  accounts
• Experience
  working in a high-volume, deadline-driven environment with cyclical billing periods required
• Experience processing payments,
  refunds, and account adjustments in accordance with institutional policies and applicable regulations
  preferred
• Experience
  working with third-party payment plans, sponsorships, or external billing arrangements preferred
• Experience in maintaining and
  reconciling accounts receivable subledgers preferred
• Experience supporting audits or preparing
  documentation for financial
  reviews preferred
• Experience in higher education or nonprofit environments preferred
• Experience working with student
  information systems, billing platforms, or financial systems (e.g., Jenzabar, Cashnet, Blackboard, or
  similar systems) preferred
• Familiarity with federal financial aid regulations (e.g., Title IV) and FERPA preferred

Other duties:

Please note that this job description is not intended to cover or list in full the activities, duties, or
responsibilities
required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without
notice.

Essential Functions & Work Environment

This position requires the ability to perform the essential functions of the job, with or
without reasonable accommodation, in accordance with applicable federal and state law. Essential functions include, but are not limited to,
managing student billing and accounts receivable processes; reviewing and entering financial and student account data with accuracy;
communicating effectively with students, families, faculty, staff, and external partners in person, by phone, video conference, and
electronically; responding to sensitive and time-sensitive financial inquiries; processing payments, refunds, adjustments, and related
financial transactions; preparing reports and maintaining accurate documentation; and operating standard office and computer equipment and
software systems.

The position requires prolonged periods of sitting and computer use, including repetitive hand and wrist movements
associated with typing and data entry. The role also requires the ability to move throughout campus offices and occasionally transport
office materials, packages, or merchandise items generally weighing up to 25 pounds.

The work environment is primarily an on-site
office setting with frequent interaction with students, families, faculty, staff, vendors, and community members. The position may involve
managing multiple priorities and deadlines during high-volume operational periods, including billing cycles, registration, semester
transitions, and audit preparation periods.

Tagged as: Employment