Financial Services Specialist

About Holy Family University

Holy Family University is a sponsored ministry of the Sisters of the Holy Family of Nazareth founded in 1954. The University is a private institution in the Catholic tradition with campus locations in Philadelphia and Newtown PA. The main campus is nestled in the heart of a historic residential neighborhood in Northeast Philadelphia that is vibrant and just minutes from the excitement of Center City. The Newtown campus is located in Bucks County surrounded by nature and a step away from parks, farmers' markets and great dining.

One of the best parts of Holy Family University is our welcoming atmosphere--and that's not by chance. Our mission centers on creating an environment that encourages all members to get to know one another, learn from one another, and experience a range of perspectives and worldviews. Our community is strong because of this.

University Benefits

Holy Family University takes pride in offering a range of meaningful and flexible benefits designed to promote the health and wellness of our employees and their dependents. Our comprehensive benefits and resources focus on physical, mental and financial wellness to include medical, prescription, dental and vision. We did not stop there; we also offer our employees the following fringe benefits and more.

• Commuter Benefits: Transit and park benefits through pre-tax payroll deductions
• Half-Day Fridays: Enjoy half day Fridays in the summer
• 403(b) Retirement: Discretionary match up to 5%; vested immediately
• Time Off: 12 Paid Holidays, Vacation, Personal, Sick Days and a week off for Winter Break
• Tuition Benefits: Employees or dependents pursuing a first Undergraduate Degree receive 100% tuition remission; employees pursuing a first Master's or Doctoral degree, receive 100% tuition remission; eligible dependents pursuing a first Master's or Doctoral degree, receive 50% tuition discount.
• Alpha House: 50% Discount for Nursery, Pre-K and Kindergarten

Position Summary

The Financial Services Specialist plays a critical role in supporting the financial operations of the Student Accounts office at Holy Family University. This position is responsible for providing customer service related to student account transactions. The Financial Services Specialist works closely with students, parents, staff, and various campus departments to ensure accurate and timely billing, collection of tuition and fees, along with the day-to-day operations of the Student Accounts office. The Financial Services Specialist is expected to learn both Student Accounts and Financial Aid operations to better serve our students.

General Expectations of Holy Family University employees:

• Uphold the mission and core values of Holy Family University, supporting the education of students to assume lifelong responsibilities towards God, society and self.
• Accomplish assigned duties in an efficient, effective and competent manner.
• Strive for improvement and excellence in all work performed.
• Demonstrate the ability to effectively interact with and work with students, faculty, staff and the public.
• Follow and abide by all University policies, rules, regulations and guidelines.

If an alternative work location is permitted or should become necessary, the employee must be able to perform all parts of this job description while working away from the office, on campus or a combination, and be proficient or willing to become proficient in the technology needed to work away from the office.

Essential Functions:

Job duties must be performed, with or without reasonable accommodation, and may include any of the following tasks, knowledge, skills and other characteristics. This position description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this position.


Billing and Payment Processing:

• Assist in the communication of student billing statements, ensuring accuracy and completeness.
• Record all payments as they are received, including cash, checks, credit card payments, and wire transfers, by the end of the business day.
• Ensure that financial aid, scholarships, and third-party payments are accurately applied to student accounts.
• Monitor and reconcile student accounts to ensure accurate balances and charges.
• Audit and clear balances daily so that a hold is removed within 1 business day of account activity. During peak times (resident move-in weeks, academic registration periods), reconciliations should happen hourly.
• Update housing clearance documents with every change in status.
• Set up and monitor payment plans.
• Assist in adding Tiger Tag funds, adding/dropping housing related charges, and adding/dropping commuter meal plans.
• Review and apply withdrawal procedures, returning funds, and student refunds.
• Reconcile cash receipts to cash collected at the end of the business day.

Customer Service and Support:

• Serve as a point of contact for students, parents, and staff regarding inquiries related to tuition, fees, billing, and payments.
• Resolve billing issues and answer questions concerning tuition charges, financial holds, and account balances.
• Assist students in understanding payment plans and help them navigate available payment options.
• Answer detailed financial aid inquiries without needing to redirect students to that office.
• Respond to all emails and voicemails (both individual and office account) within one business day.

Data Management and Reporting:

• Maintain accurate records of student financial transactions and ensure compliance with institutional policies and procedures.
• Generate financial reports on student accounts and billing.
• Assist in audits of student accounts and help ensure proper documentation is maintained.
• Document every interaction with students in Colleague.

Additional Responsibilities:

• Provide backup support for Accounts Receivable, Financial Aid, and other office personnel during peak times or when necessary.
• Stay informed of industry trends, regulations, and best practices related to higher education finance and billing.

Non-Essential Duties/Responsibilities:

• Any other duties as assigned.

Education & Experience Requirements:

• High School Diploma required; Bachelor's degree in Accounting, Business Administration, Finance, or a related field is preferred. (Equivalent work experience may be considered in lieu of a degree.)
• Minimum of 3 years of experience in a financial or administrative role, preferably in a higher education setting.
• Experience with financial software systems (preferably Colleague) and Microsoft Office Suite.

Knowledge, Skills and Abilities:

• Strong knowledge of student account management, billing processes, and financial regulations within higher education.
• Strong analytical and problem-solving skills with attention to detail.
• Excellent customer service and communication skills, both written and verbal.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Knowledge of higher education financial aid programs and policies.
• Ability to work collaboratively with a diverse group of students, parents, and staff.
• Familiarity with FERPA (Family Educational Rights and Privacy Act) and other relevant student privacy and financial regulations.

Work Environment:

• Operates in an office environment that may have frequent interruptions.
• The area is well-lit, temperature controlled and free from hazards.
• Noise level is generally quiet to moderate.

Physical Requirements:

• Communicates frequently, in person, over the phone, or via a computer.
• Hearing is needed for extensive telephone and in person communication.
• Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms.
• Manual dexterity is needed in order to operate a computer keyboard.
• Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Other important information:

• Evening or weekend work will be required during peak billing periods or for special projects.

Non-Discrimination Statement

Holy Family University seeks to foster a welcoming and a healthy educational and work environment based on respect, the dignity of each person and the oneness of the human family. Holy Family University is dedicated to ensuring an environment free of discrimination or harassment of any kind, and promotes equal opportunity in its employment and education.

For more details on our commitment to nondiscrimination click HERE

We invite qualified applicants to view our open positions and apply directly at our career center by submitting a cover letter and resume.