Student Financial Operations Specialist

James Madison University • Harrisonburg, VA

1d

About The Position

The University Business Office at James Madison University is seeking a Student Financial Operations Specialist to provide customer service and operational support for student account services. The position is a key contact for students, parents, authorized users, faculty, and staff regarding student account activity, payment processes, university billing, and declining balance accounts. It administers FLEX and Dining Dollars Gold (DDG) account processes, performs account maintenance, assists with accounts receivable communications, reconciles financial transactions, and supports daily office operations.

The specialist provides assistance by phone, email, and in person; explains billing, payment, refund, and account policies; prepares account statements and invoices; and responds to inquiries through university systems. The role also administers FLEX and DDG transactions, reconciles payment activity, researches discrepancies, handles returned-payment adjustments and administrative holds, and maintains accurate records in accordance with university procedures and internal controls.

The position supports student account communications and outreach, financial controls, audits, reporting, document management, and process improvements. It also provides backup coverage during peak periods and staff absences and performs other related duties as assigned. Employment is contingent upon successfully completing a criminal background check.

Requirements

• Demonstrated experience providing direct customer service and communicating complex financial information to a broad customer population.
• Demonstrated experience explaining policies, procedures, or financial information to customers.
• Demonstrated experience researching and resolving account-related issues.
• Demonstrated experience maintaining records with a high degree of accuracy and attention to detail.
• Demonstrated experience managing competing priorities while meeting established deadlines.
• Strong analytical skills.

Nice To Haves

• Experience supporting student financial services, student accounts, financial aid, banking, accounting, or accounts receivable operations.
• Experience handling cash management, payment processing, reconciliations, or financial audits.
• Experience working in a decentralized organization with multiple stakeholders.
• Experience composing professional correspondence regarding financial matters.

Responsibilities

• Provide timely customer service to students, parents, authorized users, faculty, and staff by phone, email, and in person.
• Analyze student account information and explain university billing, payment, refund, and account policies.
• Respond to inquiries using PeopleSoft, Cashnet (Illumia), Flywire, and BankMobile.
• Prepare account statements, invoices, and related documentation upon request.
• Provide backup support for other customer service and business office functions.
• Administer FLEX and Dining Dollars Gold account transactions and maintenance activities.
• Reconcile daily financial activity between university payment systems and declining balance account systems.
• Research and resolve discrepancies involving payments, deposits, and account transactions.
• Process transfers and adjustments involving FLEX accounts.
• Remove declining balance funds associated with returned or unsuccessful payments.
• Maintain detailed records and ensure compliance with university financial procedures and internal controls.
• Monitor returned payment activity and perform required account adjustments.
• Place and remove administrative holds in accordance with university policies.
• Notify students and authorized users about returned payments and resulting account impacts.
• Research and resolve account issues and accurately document communications and actions taken.
• Support accounts receivable communications and outreach regarding outstanding account balances.
• Manage outgoing communications about billing deadlines, payment issues, registration holds, financial account requirements, and related topics.
• Assist with welcome communications and outreach for new students and their families.
• Support student engagement activities during orientation and other university events.
• Provide backup support for daily audit and reconciliation activities.
• Review Deposit Type Forms and related documentation for accuracy and completeness.
• Assist with financial reporting, data entry, document imaging, and electronic records management.
• Support compliance with university policies, audit requirements, and record retention standards.
• Participate in process improvement initiatives and cross-training activities.
• Assist with departmental projects and special assignments.
• Provide backup support during peak operational periods and staff absences.
• Perform other related duties as assigned.

Benefits

• Paid vacation leave
• Paid sick leave
• Paid parental leave
• Paid community service leave
• 19 paid holidays annually
• Health insurance options
• Retirement benefits through the Virginia Retirement System
• Balanced Dukes employee well-being and work-life integration resources, events, and support
• Tuition waiver program for undergraduate and graduate courses taken at JMU

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed