"Student Account Collection Specialist"

About Holy Family University

Holy Family University is a sponsored ministry of the Sisters of the Holy Family of Nazareth founded in 1954. The University is a private institution in the Catholic tradition with campus locations in Philadelphia and Newtown PA. The main campus is nestled in the heart of a historic residential neighborhood in Northeast Philadelphia that is vibrant and just minutes from the excitement of Center City. The Newtown campus is located in Bucks County surrounded by nature and a step away from parks, farmers' markets and great dining.

One of the best parts of Holy Family University is our welcoming atmosphere--and that's not by chance. Our mission centers on creating an environment that encourages all members to get to know one another, learn from one another, and experience a range of perspectives and worldviews. Our community is strong because of this.

University Benefits

Holy Family University takes pride in offering a range of meaningful and flexible benefits designed to promote the health and wellness of our employees and their dependents. Our comprehensive benefits and resources focus on physical, mental and financial wellness to include medical, prescription, dental and vision. We did not stop there; we also offer our employees the following fringe benefits and more.

1. Commuter Benefits: Transit and park benefits through pre-tax payroll deductions
2. Half-Day Fridays: Enjoy half day Fridays in the summer
3. 403(b) Retirement: Discretionary match up to 5%; vested immediately
4. Time Off: 12 Paid Holidays, Vacation, Personal, Sick Days and a week off for Winter Break
5. Tuition Benefits: Employees or dependents pursuing a first Undergraduate Degree receive 100% tuition remission; employees pursuing a first Master's or Doctoral degree, receive 100% tuition remission; eligible dependents pursuing a first Master's or Doctoral degree, receive 50% tuition discount.
6. Alpha House: 50% Discount for Nursery, Pre-K and Kindergarten

Position Summary

The Collections Specialist is responsible for managing the collection of delinquent student accounts and other receivables within the institution. The role involves communicating with students, families, and third-party agencies to ensure timely payment, compliance with institutional policies, and adherence to federal and state regulations. This position supports the financial sustainability of the institution while maintaining a student-centered approach.

The employee must also understand and embrace the mission of Catholic higher education and must commit to the mission, goals and objectives of Holy Family University in word and deed.

Essential Functions

• Monitor and manage past due accounts for tuition, fees, housing, and other student charges.
• Initiate contact with students and responsible parties to resolve outstanding balances.
• Develop and manage payment plans in accordance with university policies.
• Coordinate collection efforts with internal departments and external collection agencies.
• Maintain accurate and up-to-date records in student financial systems.
• Prepare monthly reports on aging accounts and collection performance.
• Support financial holds, registration blocks, and transcript release policies.
• Ensure compliance with FERPA, FDCPA, and other applicable regulations.
• Assist with student outreach and education regarding financial responsibility.
• Recommend accounts for write-off or referral to legal counsel when necessary.
• Diligently record information about discussions with students, financial status, etc on STRK screen in Colleague system
• Work with a sense of urgency while maintaining accuracy
• Backup to Student Account Services team with student payments, deposits and end of day settlement, while following federal and state laws required for higher education institutions including FERPA
• Communicate clearly with borrowers, team, and others using a courteous, pleasant tone in both written and verbal communications
• Regular attendance and arriving on time for scheduled hours

General Expectations

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and harmoniously with students, faculty and staff, and the public. Employees are expected to follow and abide by all University policies, rules, regulations and guidelines.

Education & Experience Requirements

• Associate's or Bachelor's degree in Accounting, Business, or related field preferred.
• Minimum of 2 years of experience in collections, accounts receivable, or student financial services.
• Knowledge of higher education billing systems (e.g., Colleague) is a plus.
• Strong communication, negotiation, and customer service skills.
• Ability to work independently and handle sensitive information with discretion.

Knowledge, Skills and Abilities

• Knowledge of and ability to follow university policies and procedures.
• Ability to establish and maintain effective working relationships with the campus community.
• Extensive computer skills required, including intermediate knowledge of Excel, MS Word, Windows and client server system (Ellucian Colleague preferred).
• Strong interpersonal, verbal and written communication skills
• Attention to detail, planning and multi-tasking skills and self-motivation.
• Ability to work as a team player
• Sensitivity to matters of confidentiality
• Knowledge of Fair Debt Collection Practices and other regulations.
• Ability to accept performance feedback in a professional manner

Work Environment

Operates in an office environment, that may have frequent interruptions. The area is well-lit, temperature controlled and free from hazards. Noise level is generally quiet to moderate.

Physical Requirements

Communicates frequently, in person, over the phone, or via a computer. Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.