Student Billing & Accounting Specialist

Student Billing & Accounting Specialist

The Student Billing and Accounts Receivable Specialist manages the full student billing cycle at Hathaway Brown, from annual tuition and fee setup through invoicing, payment processing, collections, and reconciliation. As the primary point of contact for families on billing questions, this person pairs accuracy and follow-through with warm, professional, and discreet service. The role also processes non-tuition receivables and provides backup support across the Business Office.

Key Responsibilities

• Organize and manage all aspects of billing for tuition, fees, and other student charges, ensuring accuracy and compliance with school policies.
• Complete annual setup of new tuition and fee rates, family payment plans, and student accounts.
• Prepare and issue timely invoices and billing statements.
• Process and post incoming student payments accurately.
• Support the administration and recordkeeping of the tuition refund insurance plan.

• Own the student accounts receivable process from initial billing through full account resolution.
• Monitor failed, declined, or returned payments and follow up promptly with families to resolve issues.
• Track past-due balances, issue payment reminders, and manage collections in accordance with school policy, escalating complex cases to the Controller as needed.
• Reconcile student accounts receivable against the general ledger and prepare monthly aging and status reports.

• Serve as the primary point of contact for student billing inquiries, providing timely, courteous, and confidential assistance to families, students, and staff.
• Collaborate with Admissions, Financial Aid, and administrative teams to ensure account balances accurately reflect enrollment shifts and financial aid awards.

• Identify and implement opportunities to enhance accuracy and efficiency within billing, payment, and collection workflows.

• Reconcile credit card program receipts and review for appropriate general ledger coding.
• Process receivables from non-tuition revenue sources, including student activities, gifts, contributions, events, and miscellaneous cash receipts.
• Compile and collect necessary data required for state reimbursement programs.
• Cross-train on essential Business Office functions to provide backup coverage as needed.
• Perform other duties as assigned.

Qualifications

• Associate's or bachelor's degree in accounting, finance, business, or a related field, or an equivalent combination of education and experience.
• Minimum of 2 years of experience in student billing, accounts receivable, collections, or a related role, preferably in an educational or non-profit setting.
• Working knowledge of basic accounting principles and account reconciliation.
• Demonstrated proficiency with the Google and Microsoft software suites, with particular emphasis on Google Sheets and Microsoft Excel.
• Familiarity with Blackbaud programs (Financial Edge, Tuition Management, etc.) is a strong plus.
• Exceptional attention to detail and strong problem-solving skills.
• Excellent communication and interpersonal skills, with the ability to handle sensitive financial conversations with tact and discretion.
• Ability to work independently and collaboratively in a fast-paced environment.

Compensation & Benefits

• Competitive salary and benefits package, including health insurance, a retirement plan, and professional development opportunities.

Why Hathaway Brown

• Competitive salaries for Independent Schools
• Comprehensive medical, dental, and vision package, 403(b) plan with matching
• Employer covered life insurance
• Employee Assistance Program
• Voluntary insurance offerings: additional life, accident, critical illness,
• Professional development program
• Wellness credit
• Collaborative teaching environment with seasoned professionals

Diversity, Equity and Inclusion

Hathaway Brown School is committed to building a diverse, equitable, and inclusive learning community through our admission policies, hiring practices, professional development, curricular and extracurricular programming, and school culture. We believe that these communities must be centered on the work we do. Hence, we strongly encourage applications from people who are members of other marginalized communities.

About Hathaway Brown

Hathaway Brown School has a rich 151-year history of educating and empowering girls. As Ohio's oldest continually operating college-preparatory for girls, Hathaway Brown has earned a reputation for academic excellence and innovation in the region and around the country. Home of the Learn for Life signature approach, Hathaway Brown has long been devoted to a fusion of cutting-edge curriculum and experiential learning. Our approximately 750 students and 225 faculty and staff come to Hathaway Brown from 89 different communities in Northeast Ohio, and enjoy our stunning 16-acre campus in Shaker Heights, Ohio just minutes from the cultural attractions of downtown Cleveland.