Student Accounts and Receivables Specialist

Reports To: Assistant Controller
Department: Business Office

Position Summary

The Student Accounts & Receivables Specialist administers the day-to-day operations of student accounts receivable and cash receipt activities for the College. The position ensures accurate and timely processing of student charges, payments, deposits, refunds, payment plans, and other receivable activity while providing responsive service to students and families.

The Specialist serves as a key liaison among the Business Office, Financial Aid, Student Life, Registrar, students, families, and external partners. Responsibilities include maintaining accurate student account information, reconciling accounts and systems, monitoring outstanding receivables, coordinating collections, and supporting month-end, year-end, audit, and tax-reporting activities.

Essential Duties and Responsibilities

Student Accounts & Billing

• Maintain student account records and process charges, payments, deposits, credits, adjustments, awards, and other transactions.
• Process recurring and periodic charges, including equestrian, housing, meal plans, vehicle permits, fines, departmental charges, and other assessments.
• Maintain housing, meal plan, accommodations, and Resident Assistant discount information in Banner and Transact and reconcile related records.
• Assist students and families with account balances, charges, payments, payment options, refunds, and other account questions.
• Research discrepancies, process authorized adjustments, maintain appropriate account holds, and document transactions.
• Escalate unusual or complex account matters to the Assistant Controller.

Cash Receipts & Banking

• Prepare daily bank deposits and utilize remote deposit services or physical banking as needed.
• Process and reconcile cash receipts from Stripe, Slate, Transact, and other payment systems.
• Maintain petty cash in accordance with College policies and internal controls.
• Research unapplied or incorrectly applied receipts and resolve discrepancies.

Payment Plans & Student Payments

• Administer the Nelnet payment plan program, including plan terms, enrollment, posting, reconciliation, and delinquency follow-up.
• Assist students and families with payment plan questions.
• Coordinate 529 and state prepaid tuition programs, including Virginia Prepaid and Florida Prepaid.

Student Refunds

• Coordinate student refund processing with Financial Aid and Business Office personnel.
• Review accounts for refund eligibility and accuracy and process weekly refunds in accordance with Title IV requirements and College procedures.
• Maintain refund documentation and assist with related reconciliations.

Collections & Receivables

• Monitor outstanding student balances and conduct collection activities, including targeted outreach to graduating seniors and other priority populations.
• Communicate with students and families regarding past-due balances and payment options.
• Prepare and monitor promissory notes and payment arrangements.
• Assist with aging analysis, research outstanding balances, document collection efforts, and recommend accounts for escalation or external collections.

Student Loans

• Serve as liaison with Financial Aid and the College’s loan servicer.
• Record and reconcile institutional student loan activity and monitor collections.
• Coordinate eligible Perkins Loan defaults with the U.S. Department of Education.
• Process loan payoff and consolidation documentation and maintain supporting records.

Student Health Insurance

• Serve as Business Office liaison with the student health insurance broker.
• Reconcile enrollment and billing information and coordinate charges, waivers, semester payments, and related account activity.
• Research and resolve discrepancies and maintain supporting documentation.

Special Programs & Student Billing

• Coordinate billing, deposits, payments, credits, and account activity for study-away and special programs, including ISEP, College-sponsored programs, VA at Oxford, and other assigned programs.
• Reconcile program-related student account activity with appropriate College departments.

Tax Reporting & Compliance

• Coordinate annual Form 1098-T preparation, distribution, and IRS reporting.
• Research and resolve student questions and corrections and maintain required supporting documentation.

Reconciliations & Accounting Support

• Prepare reconciliations and supporting schedules for student accounts, cash receipts, payment plans, loans, and other receivables.
• Research and resolve reconciling items.
• Prepare recurring journal entries and assist with month-end and year-end closing activities.
• Support financial statement preparation, annual audits, audit sample selections, and documentation requests.

General Business Office Responsibilities

• Provide professional customer service to students, families, employees, and external parties by phone, email, and in person.
• Receive and distribute Business Office mail and financial correspondence.
• Maintain organized electronic and physical records in accordance with retention requirements.
• Cross-train on Business Office functions and provide backup support as needed.
• Identify process improvements and recommend solutions to the Assistant Controller.
• Perform other duties as assigned.