Position Overview

The Student Accounts Representative (SAR) plays a key role in supporting students and authorized payers by providing accurate and timely account counseling to ensure financial success. This position manages a wide range of responsibilities including processing tuition and fee payments, administering refunds, coordinating third-party billing, and maintaining accurate records of payment options and plans. The SAR also supports departmental operations by posting receipts, balancing daily transactions, and assisting with system upgrades and testing. With a focus on accuracy, efficiency, and customer service, this role is essential to the smooth operation of the Office of Student Accounts.

Essential Duties/Responsibilities

Account Counseling

Assists students and Authorized Payers by providing accurate, efficient and thorough information to promote and ensure their financial success; maintains cyclical information including:

• Costs for tuition, fees, housing/dining, miscellaneous charges (books, health service, etc.)
• Student refunds
• Navigation information/updates
• Monthly Payment Plan enrollment dates
• E-Bill Publish Dates & Due Dates
• Service indicator definitions including holds & delinquencies

Maintains accurate records and web links including:

• Payment options; navigation for E-Pay, 529 plan payments, international payments
• Terms & Conditions of Monthly Payment Plan
• Prepaid Tuition Plan
• Frequently Asked Questions

Creates cases in Salesforce for all direct contact communications and manages all cases created and assigned until resolved satisfactorily.

Outside Billing

Creates and sends invoices to third party funding source upon request when voucher and/or written authorization is received by the Office of Student Accounts office prior to the beginning of each semester.

• Communicates with student and funding source as appropriate.
• Administers appropriate service indicators on student’s account.
• Payment received is a scholarship for degree seeking students and required documentation is created to transfer funds to Financial Aid for processing.

Processing Student Payments/Petty Cash

Accepts and posts payments including cash, personal checks and 529 plan checks to appropriate student account.

• Reviews check payments prior to posting; forwards scholarship checks to Financial Aid for processing.
• Ensures payment includes accurate account information.
• Researches and resolves payments received but not intended for an individual student account.
• Holds payment and communicates with payee if payment will create a credit balance on account.
• Negotiates petty cash for faculty, staff and students; reviews form to ensure all information is appropriate and attached.
• Prepares check deposits and sends to bank electronically; balances all entries; prepares cash buy or sell to maintain cash drawer; runs daily reports

Processing Departmental Receipts

Accepts and posts payments including cash, checks and credit cards to appropriate general ledger accounts provided on departmental receipt; processes credit card payments as necessary.

• Initiates communications if/when clarification is required regarding account numbers or discrepancies and resolves.
• Prepares cash sells and check deposits and sends to bank electronically; balances all entries and prepares end of day reports.

Supports Lead SAR

• Manages Salesforce queue when necessary
  • Manages all incoming communications via email & phone
  • Ensures all technical issues are identified and resolved
  • Assigns cases to appropriate team members.

Additional Responsibilities

• Maintains and updates electronic office calendar with cyclical information including important dates on Academic Calendar, Institutional Refund Schedule, BU holidays, etc.
• Assists with Weekly Office Schedule updates in cooperation with Operations Assistant & Manager.
• Assists with testing the implementation of system upgrades and regression testing cycles in cooperation with System’s Analyst.
• Fulfills additional duties and completes projects as assigned by SA Manager, Controller, Vice President of Finance & Administration and/or Butler University

Minimum Qualifications

• Bachelor’s Degree, with 2+ years in budgeting, accounting and/or finance related positions
• Computer proficiency with Microsoft Office products, such as Excel, Word, PowerPoint, etc
• Excellent communication skills, both written and verbal
• Ability to take initiative and be self-motivated
• Exceptional organization and attention to detail
• Advanced skills in accounting/finance/budgeting

BU Benefits and Perks

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:

• Paid Time Off and Holidays:
  • 20 days of paid time off (vacation and PTO days) per Fiscal year
  • 8 Paid Holidays
  • In addition, a paid Winter Break between Christmas Eve and New Year’s Day
  • Paid Parental Leave (after 1 year of full-time employment)
• Health:
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs
• Retirement:
  • 10% employer contribution after 1 year of full-time employment
• Tuition Assistance:
  • Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
  • Eligibility after 9 months of full-time employment
  • Employees & spouses- undergraduate/graduate degrees
  • Dependents (under age 26)- undergraduate degree
    • Covers tuition only
  • Tuition Exchange Program for Dependents at participating institutions
• Butler Facilities Access, Discounts and Perks:
  • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
  • LinkedIn Learning Courses
  • Free premium subscription to the Calm App
  • Free subscription to the WSJ, The Economist, and NYT
  • Discount at the College Bookstore
  • Discount on select Athletic and Arts/Events Center Performances

About Us

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

Butler University is an equal opportunity employer. We welcome applications from all individuals, regardless of age, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.