Manager of Student Accounts

Job Description

Job Description

Position Summary

The Manager of Student Accounts leads the College's student account and bursar functions. Reporting to the Controller, this position oversees student billing, payment processing, account reconciliation, refunds, collections, and related reporting. The Manager ensures that student account information is accurate and timely while helping students and families understand their financial obligations and available payment options. The position works closely with Financial Aid, the Registrar, Admissions, Student Life, and other campus partners to resolve account issues, support enrollment, and maintain sound financial controls.

Essential Responsibilities

Student billing and account management

Oversee the assessment and posting of tuition, fees, housing, meal plan charges, and other approved charges and credits.

Manage the billing calendar, account statements, due dates, and communications about student balances.

Review account adjustments, refunds, and exceptions for accuracy, documentation, and appropriate approval.

Resolve complex student account questions and ensure consistent application of College policies.

Payments, receivables, and collections

Oversee the receipt, recording, and reconciliation of student payments, including electronic payments and third-party payments.

Administer payment plans and monitor past-due balances.

Coordinate timely, respectful outreach to students with outstanding balances and recommend accounts for further collection action under College policy.

Maintain accurate student accounts receivable records and provide information needed to assess collectibility.

Financial controls and reporting

Reconcile student account activity and related general ledger accounts in coordination with the Controller and accounting staff.

Prepare reports on billing, collections, refunds, aging, and other student account activity.

Document procedures and maintain appropriate controls over cash handling, adjustments, refunds, access to systems, and the separation of duties.

Support the annual financial statement audit and other reviews by preparing schedules and responding to inquiries.

Compliance and systems

Oversee student account processes associated with Form 1098-T and coordinate with appropriate internal and external partners on its preparation and distribution.

Protect student financial information and administer records in accordance with applicable privacy, tax, payment processing, and College requirements.

Serve as the functional lead for student account and payment systems, including testing, issue resolution, user guidance, and process improvements.

Monitor changes in relevant requirements and recommend updates to procedures and communications.

Service and collaboration

Provide clear, courteous, and confidential assistance to students, families, and campus colleagues.

Coordinate with Financial Aid and other offices to ensure that aid, deposits, charges, and account changes are reflected accurately.

Develop accessible instructions and communications that help students understand bills, payment options, refunds, and account responsibilities.

Beloit College • Manager of Student Accounts

When staff are assigned, supervise billing, payment processing, refunds, collections support, account service, and related administrative work. Assign duties and deadlines, review work, train and coach staff, provide performance feedback, arrange backup coverage, and maintain separation of cash handling, adjustments, refunds, and approvals. Provide task-specific guidance, training, and review when the Finance Operations Specialist supports billing, payment posting, reconciliations, refund preparation, receivable reports, payment plan records, collections communications, Form 1098-T documentation, and routine student and family

service. Coordinate priorities, coverage, and access needs with the Controller, who remains the specialist's direct supervisor. Perform other related duties as assigned by the Controller.

Knowledge, Skills & Abilities

Knowledge of student billing, receivables, payment processing, refunds, collections, payment plans, and related account reconciliation.

Working knowledge of student financial privacy, applicable tax reporting and payment requirements, and institutional student account policies.

Skill in student information and payment systems, spreadsheet analysis, aging reports, and investigation of account discrepancies.

Ability to explain charges, aid postings, payment options, and account requirements clearly and respectfully to students and families.

Ability to manage billing cycles, coordinate across campus offices, train assigned staff, and exercise sound judgment when handling sensitive account matters.

Position Scope

The Manager of Student Accounts leads student account and bursar operations under the Controller's direction, including billing, payment processing, payment plans, refunds, receivables, collections, reconciliation, and related

reporting. The role serves as functional lead for student account and payment systems and, when staff are assigned, is accountable for their work quality, service, training, performance, and continuity. The position applies established policies and delegated authority; changes to tuition and fees, aid determinations, write-offs, and policy exceptions are referred to authorized decision makers. When the Finance Operations Specialist supports student accounts, the Manager retains functional ownership and reviews assigned work; the Controller retains personnel supervision and resolves competing assignments. Backup coverage does not confer authority to approve write-offs, release payments, or make reserved decisions.Position Impact The position directly affects the accuracy of student financial records, collection of tuition and related revenue, and the quality of students' and families' financial interactions with Beloit College. Clear communication and coordinated problem solving help students address account obligations, support enrollment continuity, and

maintain dependable financial controls.

Success in the Position

Student bills, approved charges and credits, and account statements are accurate and issued according to the billing calendar.

Payments and refunds are recorded and reconciled promptly, with discrepancies investigated and resolved.

Receivable aging and collections reports provide reliable information, and overdue accounts receive consistent, respectful follow-up.

Students and families receive clear answers and timely assistance, with complex matters coordinated across Financial Aid and other offices.

Required student account reporting and audit support are completed on schedule, and access, cash handling, and refund controls are maintained.

System issues and recurring account errors are addressed through documented procedures, testing, and staff guidance. When staff are assigned, responsibilities and review controls are clear, staff receive regular training and feedback, and backup coverage sustains service during absences. Finance Operations Specialist support assignments receive appropriate guidance and review and are coordinated with the Controller.

Required Qualifications

Bachelor's degree in accounting, finance, business administration, higher education administration, or a related field; or an equivalent combination of education and relevant experience.Experience in student accounts, accounts receivable, billing, accounting, or a related financial operation.