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