Manager of Student Accounts

Beloit College•Beloit, WI

About The Position

The Manager of Student Accounts leads Beloit College’s student account and bursar functions under the Controller’s direction. The role oversees student billing, payment processing, payment plans, account reconciliation, refunds, receivables, collections, and related reporting. It ensures student account information is accurate and timely and helps students and families understand their financial obligations and payment options. The Manager collaborates with Financial Aid, the Registrar, Admissions, Student Life, and other campus partners to resolve account issues, support enrollment, and maintain sound financial controls. The Manager serves as the functional lead for student account and payment systems, including testing, issue resolution, user guidance, and process improvement. The position oversees processes associated with Form 1098-T, protects student financial information, maintains procedures and controls, and supports the annual financial statement audit and other reviews. When staff are assigned, the Manager provides task assignments, training, coaching, work review, performance feedback, and backup coordination. The Controller remains the direct supervisor of the Finance Operations Specialist and retains authority over competing assignments and reserved decisions such as write-offs and payment releases. 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. Its work directly affects the accuracy of student financial records, collection of tuition and related revenue, student and family service, enrollment continuity, and dependable financial controls. Success includes accurate and timely bills, payments and refunds reconciled promptly, reliable receivable and collections reporting, clear student communications, timely reporting and audit support, maintained controls, and effective staff guidance and coverage when staff are assigned.

Requirements

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.
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.

Responsibilities

Oversee 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.
Oversee receipt, recording, and reconciliation of student payments, including electronic and third-party payments.
Administer payment plans and monitor past-due balances.
Coordinate 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.
Reconcile student account activity and related general ledger accounts with the Controller and accounting staff.
Prepare reports on billing, collections, refunds, aging, and other student account activity.
Document procedures and maintain controls over cash handling, adjustments, refunds, system access, and separation of duties.
Support the annual financial statement audit and other reviews by preparing schedules and responding to inquiries.
Oversee student account processes associated with Form 1098-T and coordinate its preparation and distribution with internal and external partners.
Protect student financial information and administer records in accordance with applicable privacy, tax, payment processing, and College requirements.
Serve as 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.
Provide clear, courteous, and confidential assistance to students, families, and campus colleagues.
Coordinate with Financial Aid and other offices so aid, deposits, charges, and account changes are reflected accurately.
Develop accessible instructions and communications about bills, payment options, refunds, and account responsibilities.
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 duties.
Provide task-specific guidance, training, and review when the Finance Operations Specialist supports student account work, coordinating priorities, coverage, and access needs with the Controller.
Perform other related duties as assigned by the Controller.