Student Account Manager

Position Summary

The Student Accounts Manager is responsible for overseeing the day-to-day operations of the Student Accounts Office, including student billing, cashiering, payment plans, refunds, third-party billing, and accurate maintenance of student financial records. This position supervises Student Accounts staff, ensures that established procedures are followed, and supports compliance with federal, state, and institutional regulations. The Manager provides high-quality service to students and families regarding account balances, payment options, and financial responsibilities while recommending process improvements that enhance accuracy and efficiency.

Essential Duties and Responsibilities

• Operational Management
  Manages daily operations of student account processes including billing, finance charges, payment plans, cashiering, 1098-T processing, external scholarship posting, and electronic data transfers.
  Ensures accuracy of the student accounts database and compliance with institutional, state, and federal requirements in routine processing.
  Monitors workflow to ensure timely completion of all student account activities, including refunds and payment postings.
  Collaborates with colleagues in Financial Aid, Finance and Administration, Enrollment Management, Registrar, Academic Advising, Athletics, Student Affairs, and all other departments to support recruitment and retention of students.
  Maintain strong working relationships with internal stakeholders, ensuring seamless communication and coordination Financial Aid.

• Staff Supervision
  Supervises, trains, schedules, and evaluates Student Accounts staff.
  Ensures appropriate cross-training to maintain coverage during high-volume periods, vacations, or absences.
  Provides coaching and support to build a student-centered service environment.

• Collections Support
  Oversees early-stage collection efforts for delinquent student accounts.
  Coordinates account review, payment arrangements, and communication workflows.
  Prepare account documentation for referral to external collection agencies when appropriate.
  Monitors aging reports and recommends strategies to improve collection outcomes.

• Customer Service & Consulting
  Serves as a primary resource for students and families regarding billing, payment options, and financial responsibilities.
  Communicate professionally in person, by phone, and via email, ensuring clarity and exceptional service.
  Promotes monthly payment plans and other tools that support financial planning for families.

• Administrative & Compliance Support
  Implements established departmental policies and procedures.
  Participate in process review to identify efficiency improvements and recommend operational enhancements.
  Assists with audit requests, data validation, and reporting associated with Title IV funds, tax reporting, and GAAP compliance.
  Ensures appropriate internal controls are maintained within daily operations.

Education, Certifications and/or Licenses

• Bachelor’s degree in accounting, business, finance, or a related field required.
• Minimum of 2 years of experience in student accounts, billing/receivables, accounting, bursar’s office, or a related financial environment.
• 1–2 years of supervisory experience preferred.

Knowledge, Skills & Abilities

• Experience with Ellucian Colleague or similar ERP system preferred.
• Strong customer service orientation with the ability to communicate clearly with students, parents, and campus partners.
• Able to work independently, manage multiple tasks, and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Teams).
• Understanding of FERPA, GAAP principles, Title IV financial aid regulations, and best practices in student account management.
• Able to handle confidential information with discretion.
• Strong problem-solving skills, attention to detail, and commitment to continuous process improvement.
• Excellent interpersonal skills, tact, and professionalism.

Language Skills

• Ability to read, analyze, and interpret financial reports, policies, federal regulations, and technical procedures.
• Ability to write clear business correspondence and respond effectively to questions or concerns.
• Ability to present information to students, families, staff, and leadership as needed.