Student Account Specialist

Student Account Specialist

Located in the heart of the Appalachian region, Virginia Highlands Community College (VHCC) serves the city of Bristol, Washington County, and the western portion of Smyth County from its campus in historic Abingdon, Virginia. VHCC's central location at exit 14 on Interstate 81, in view of Mt. Rogers and Whitetop Mountain, is a short commute from nearby towns and communities, including northeast Tennessee. Since 1967, VHCC has served students in the region through academic programs aligned for seamless university transfer, specialized education for a wide range of healthcare careers, technical curricula designed by business and industry, and short-term certification offerings to meet workforce needs. VHCC awards Associate of Applied Science degrees, Associate of Arts and Sciences degrees, and certificates, as well as workforce credentials. As one of 23 institutions in the Virginia Community College System, VHCC has served students from across the region, including northeast Tennessee, eastern Kentucky, and western North Carolina by providing quality and affordable education, training, and cultural activities through an array of flexible, diverse programs that enable community members to succeed today and in the future. More information about VHCC may be found on the college website: vhcc.edu.

In its continued service to the region, VHCC is seeking a Student Account Specialist who serves as a key member of the Business Office, responsible for managing student funds, financial aid processing, third-party billing, and processing reconciling and reporting student financial transactions, while providing excellent customer service to students, staff, and other parties on tuition, payments and related processed.

Position Description: The Student Account Specialist is responsible for delivering exception customer service, maintaining accurate student account records, and processing revenue and receivable transactions in accordance with policies set by the Commonwealth of Virginia, the Virginia Community College System (VCCS) and Virginia Highlands Community College.

Primary Duties and Responsibilities:

• Student Account Management. Works closely with Financial Aid staff each semester to process aid payments for tuitional and fees, balance checks and bookstore charges. Prepare student invoices for tuition and fees. Prepares student backout list and schedules back out process. Responsible for Student Financial system table set up prior to each semester.
• Funds Management. Collect, process, and balance State and Federal funds, ensuring all receipts are properly credited to the appropriate funds and accounts.
• Financial Aid & Third-Party Billing. Handle all financial aid processing, including sponsor invoicing, apply payments (including Chapters 31 & 33) and promptly update student accounts.
• Financial Reconciliation & Reporting. Reconcile financial aid, third-party billing and general accounting transactions by performing regular balancing between disbursement reports to the general ledger, investigate variances, and resolve discrepancies to maintain the integrity of financial data. Collaborate with the VCCS on 1098-T testing and distribution.
• Nelnet Coordination. Collaborate with Nelnet (Student Loan servicing provider) to manage student payment plans, resolve issues related to expired refund checks, and ensure accurate processing and posting of payments in a timely manner.
• Customer Service. Answer direct phone calls; communicate regularly with internal and external customers using strong verbal and written communication skills to address questions regarding financial processes or concerns.
• Student Support. Assist students with inquiries related to tuition, billing, and payments, providing accurate guidance and support.
• Office Support: Provide backup coverage for the business office cashier and assist with additional duties as needed to support daily operations.

This is not a remote position. This position requires routine office skills along with the physical and cognitive abilities needed to perform daily responsibilities effectively.

Special Assignments - May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications - Demonstrated ability to research, analyze, reconcile and evaluate financial and operation data. Demonstrated ability to reconcile financial transactions, research discrepancies, and ensure date integrity across financial and student information systems. Demonstrated advanced computer skills, including effective use of Microsoft Office Suite, including Excel, Word and Outlook. Demonstrated proficiency in cash handling, basic math, and data processing while ensuring compliance with state rules and regulations. Demonstrated ability to communicate effectively and professionally with customers, colleagues, and cross-functional teams. Demonstrated experience with strong organizational and multitasking skills to manage competing priorities to meet deadlines in line with academic and fiscal cycles. Preferred – associate's degree in a related field or equivalent work experience.