Student Account Manager

Type of Position: Staff – Full Time

Department: Enrollment Management

Appointment Length: July – June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: NA

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

The Student Account Manager is the senior operational support position within the Bursar/Student Accounts Office and is responsible for the day-to-day administration, monitoring, reconciliation, and resolution of student account activity. Working under the direction of the University Bursar, the position administers student billing and receivable processes; refunds; deferments; third-party and specialized billing; collections activity; account adjustments; reporting; and student account communications.

The Student Account Manager serves as a primary operational resource for students, families, University offices, and external third parties. The position performs and coordinates detailed account work, identifies discrepancies and exceptions, escalates complex or policy-level matters to the Bursar, and supports testing, documentation, cross-training, and continuous improvement of Banner Student Accounts and related processes.

The position plays a central role in the University’s transition of applicable student accounts receivable functions from Finance to the Bursar’s Office and helps ensure that established procedures, controls, deadlines, and service expectations are consistently executed.

Key Responsibilities

1. Daily Student Account Administration & Service

• Serve as a primary point of contact for students, families, University offices, and third parties regarding charges, payments, balances, refunds, holds, deferments, invoices, and other student account questions.
• Monitor and respond to Student Accounts email, telephone, and in-person inquiries and provide clear, timely, accurate, and student-centered information.
• Review student accounts, research discrepancies, make authorized adjustments, lift holds when appropriate, process approved cancellation/account requests, and escalate complex or policy-level matters to the University Bursar.
• Prepare requested student invoices and account documentation and maintain appropriate records of account actions and communications.
• Perform proactive outreach to students regarding balances, payment requirements, non-payment risk, collections, refunds, and other account matters.

2. Billing, Payments, Refunds & Account Processing

• Administer routine student billing and account-processing functions, including posting and monitoring payments, deferments, adjustments, private scholarships, bookstore charges, and other authorized student account activity.
• Process and monitor student refunds in accordance with established procedures, including unapplied charge/payment reports, refund checks or e-refunds, returned checks, stop-payment requests, invalid addresses, and related exceptions.
• Coordinate student-account components of returned/invalid payments, stale-dated checks, ACH/payment exceptions, and other transactions with Finance as required.
• Run and review operational reports used to identify unapplied, unallowable, or exception transactions and resolve or escalate discrepancies.
• Maintain supporting documentation for transactions and ensure work is completed within established institutional and regulatory timelines.

3. Reconciliation, Reporting & Account Resolution

• Perform regular Student Accounts reconciliations and operational reviews, including accounts receivable, deferment, high school/dual enrollment, non-enrolled, senior citizen, termination, and other assigned reports.
• Research discrepancies, complete authorized corrections, document resolution, and report significant exceptions or trends to the University Bursar.
• Prepare routine reports and data summaries related to balances, receivables, refunds, collections, deferments, and other Student Accounts activity.
• Assist with cashier/deposit and safe-related reconciliation or control processes as assigned and in accordance with established separation-of-duties requirements.
• Support Finance and the Bursar with reconciliation of Student Accounts activity to University financial records when requested.

4. Third-Party Billing, Deferments & Specialized Receivables

• Administer third-party billing and specialized receivables, including sponsorships, workforce/TAA arrangements, AmeriCorps or other external disbursements, dual-enrollment/high school billing, and international financial guarantees as assigned.
• Calculate, post, monitor, and adjust third-party deferments based on student enrollment, aid, eligible charges, and sponsor requirements.
• Prepare and distribute invoices to sponsoring organizations; monitor outstanding balances; communicate with third parties regarding recipients, coverage, documentation, and payment; and post/remove deferments as payments are received.
• Prepare dual-enrollment/high school billing and payment activity and complete required workforce/TAA forms, attendance documentation, or related operational requirements.
• Escalate unusual agreements, disputed coverage, material exceptions, or unresolved third-party receivables to the University Bursar.

5. Collections & Receivable Follow-Up

• Execute the University’s established student account collection procedures, including running collection reports, preparing and sending notices, gathering account itemization, and documenting outreach.
• Prepare eligible accounts for referral to the University’s external collection partner in accordance with approved procedures and Bursar oversight.
• Post and reconcile collection payments and maintain documentation related to collection activity.
• Process or coordinate rehabilitation authorizations, account validation requests, payment arrangements, and other approved account-resolution activities.
• Identify trends or recurring barriers and provide information to the Bursar to support collection strategy and student-success interventions.

6. Fee Assessment, Banner Operations & Process Support

• Perform operational preparation and testing for semester fee assessment, course fees, fee tables, and other assigned billing configurations under the direction of the University Bursar.
• Create or maintain Banner detail codes and related Student Accounts configuration when authorized, following established controls and approval procedures.
• Participate in Banner initiatives, testing, validation, troubleshooting, and implementation of Student Accounts process changes.
• Assist with the transition of applicable processes from Finance/customized practices to the Bursar’s Office and Baseline Banner.
• Document operational procedures, identify opportunities to improve or automate processes, and assist with post-implementation validation.

7. Compliance, Training, Collaboration & Other Responsibilities

• Carry out assigned Student Accounts functions in accordance with applicable federal and state requirements, University policies, accounting practices, internal controls, and established procedures.
• Work closely with Financial Aid, Finance, the Registrar, Student Success, Information Technology, academic departments, and other areas to resolve student account issues and support enrollment processes.
• Provide functional training, cross-training, and operational guidance to Student Accounts staff and other University personnel whose work intersects with student accounts.
• Support audit requests, documentation needs, business continuity, and periodic review of procedures.
• Perform other duties as assigned.

Minimum Required Education

Bachelor’s degree in accounting, finance, business administration, higher education administration, or a related field, or an equivalent combination of education and relevant experience.

Required Licenses and/or Certifications

NA

Minimum Required Qualifications

• Progressively responsible experience in student accounts, accounts receivable, billing, finance, higher education administration, or a related area.
• Experience performing account reconciliation, billing, payment/refund processing, collections, or related financial operations.
• Experience using financial management, student information, or ERP systems; proficiency with spreadsheets and reporting tools.
• Strong analytical, organizational, problem-solving, communication, and customer-service skills, including the ability to handle sensitive financial matters professionally.
• Ability to manage multiple priorities, meet operational deadlines, document work accurately, and collaborate across functional areas.

Preferred Qualifications

• Five or more years of progressively responsible experience in higher education Student Accounts, Bursar operations, accounts receivable, finance, or a related area.
• Experience with Ellucian Banner Student Accounts/accounts receivable functionality and Excel.
• Experience with third-party billing, deferments, student refunds/e-refunds, collections, tuition/fee assessment, and reconciliation.
• Experience with system testing, process documentation, cross-training, or business-process improvement.
• Knowledge of federal requirements affecting student accounts and Title IV funds.

Requisition Number: 2027031SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 10/05/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/11957

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