Student Account Manager

Fairmont State University; Fairmont (WV); On-site; USD 42,000 - 64,000; Full time

Job summary

Fairmont State University is seeking a Student Account Manager to oversee daily student account activity, billing, and inquiries. You will work under the Bursar/Student Accounts Office to ensure accurate processing and timely communication with students, families, and University offices.

The role emphasizes reconciliation, reporting, and the transition of applicable processes to the Bursar’s Office, with a focus on compliance and service standards.

Qualifications

• Progressively responsible experience in student accounts or related finance areas.
• Experience with accounts receivable, billing, and refunds.
• Strong analytical, organizational, and customer-service skills.

Responsibilities

• Manage day-to-day student account activity and inquiries.
• Process billing, refunds, and deferments; coordinate third-party billing.
• Perform reconciliations, reporting, and account resolution.
• Support Banner Student Accounts configurations and testing.

Skills

Student Accounts

Accounts Receivable

Billing

Reconciliation

Customer Service

Education

Bachelor's degree in accounting, finance, business administration, or related field

Tools

Banner

Excel

ERP systems

Job description

Posting Details

Posting Summary

Working Title

Student Account Manager

Type of Position

Staff - Full Time

Department

Enrollment Management

Appointment Length

July - June (12 mo)

Benefits Eligible?

Yes

Published Salary

Requested Part-Time Staff Hours

NA

F.T.E.

1.00

Grant Funded Position?

No

If temporary (or grant funded) position, indicate endingdate

Description of Job Duties and Responsibilities

The Student Account Manager is the senior operational supportposition within the Bursar/Student Accounts Office and isresponsible for the day-to-day administration, monitoring,reconciliation, and resolution of student account activity. Workingunder the direction of the University Bursar, the positionadministers student billing and receivable processes; refunds;deferments; third-party and specialized billing; collectionsactivity; account adjustments; reporting; and student accountcommunications.

The Student Account Manager serves as a primary operationalresource for students, families, University offices, and externalthird parties. The position performs and coordinates detailedaccount work, identifies discrepancies and exceptions, escalatescomplex or policy-level matters to the Bursar, and supportstesting, documentation, cross-training, and continuous improvementof Banner Student Accounts and related processes.

The position plays a central role in the University’s transitionofapplicable student accounts receivable functions from Finance tothe Bursar’s Office and helps ensure that established procedures,controls, deadlines, and service expectations are consistentlyexecuted.

Key Responsibilities

1. Daily Student Account Administration & Service

• Serve as a primary point of contact for students, families,University offices, and third parties regarding charges, payments,balances, refunds, holds, deferments, invoices, and other studentaccount questions.
• Monitor and respond to Student Accounts email, telephone, andin-person inquiries and provide clear, timely, accurate, andstudent-centered information.
• Review student accounts, research discrepancies, makeauthorized adjustments, lift holds when appropriate, processapproved cancellation/account requests, and elevate complex orpolicy-level matters to the University Bursar.
• Prepare requested student invoices and account documentationand maintain appropriate records of account actions andcommunications.
• Perform proactive outreach to students regarding balances,payment requirements, non-payment risk, collections, refunds, andother account matters.

2. Billing, Payments, Refunds & Account Processing

• Administer routine student billing and account-processingfunctions, including posting and monitoring payments, deferments,adjustments, private scholarships, bookstore charges, and otherauthorized student account activity.
• Process and monitor student refunds in accordance withestablished procedures, including unapplied charge/payment reports,refund checks or e-refunds, returned checks, stop-payment requests,invalid addresses, and related exceptions.
• Coordinate student-account components of returned/invalidpayments, stale-dated checks, ACH /payment exceptions, and othertransactions with Finance as required.
• Run and review operational reports used to identify unapplied,unallowable, or exception transactions and resolve or escalatediscrepancies.
• Maintain supporting documentation for transactions and ensurework is completed within established institutional and regulatorytimelines.

3. Reconciliation, Reporting & Account Resolution

• Perform regular Student Accounts reconciliations andoperational reviews, including accounts receivable, deferment, highschool/dual enrollment, non-enrolled, senior citizen, termination,and other assigned reports.
• Research discrepancies, complete authorized corrections,document resolution, and report significant exceptions or trends tothe University Bursar.
• Prepare routine reports and data summaries related to balances,receivables, refunds, collections, deferments, and other StudentAccounts activity.
• Assist with cashier/deposit and safe-related reconciliation orcontrol processes as assigned and in accordance with establishedseparation-of-duties requirements.
• Support Finance and the Bursar with reconciliation of StudentAccounts activity to University financial records whenrequested.

4. Third-Party Billing, Deferments & SpecializedReceivables

• Administer third-party billing and specialized receivables,including sponsorships, workforce/ TAA arrangements, AmeriCorps orother external disbursements, dual-enrollment/high school billing,and international financial guarantees as assigned.
• Calculate, post, monitor, and adjust third-party defermentsbased on student enrollment, aid, eligible charges, and sponsorrequirements.
• Prepare and distribute invoices to sponsoring organizations;monitor outstanding balances; communicate with third partiesregarding recipients, coverage, documentation, and payment; andpost/remove deferments as payments are received.
• Prepare dual-enrollment/high school billing and paymentactivity and complete required workforce/ TAA forms, attendancedocumentation, or related operational requirements.
• Escalate unusual agreements, disputed coverage, materialexceptions, or unresolved third-party receivables to the UniversityBursar.

5. Collections & Receivable Follow-Up

• Execute the University’s established student account collectionprocedures, including running collection reports, preparing andsending notices, gathering account itemization, and documentingoutreach.
• Prepare eligible accounts for referral to the University’sexternal collection partner in accordance with approved proceduresand Bursar oversight.
• Post and reconcile collection payments and maintaindocumentation related to collection activity.
• Process or coordinate rehabilitation authorizations, accountvalidation requests, payment arrangements, and other approvedaccount-resolution activities.
• Identify trends or recurring barriers and provide informationto the Bursar to support collection strategy and student-successinterventions.

6. Fee Assessment, Banner Operations & Process Support

• Perform operational preparation and testing for semester feeassessment, course fees, fee tables, and other assigned billingconfigurations under the direction of the University Bursar.
• Create or maintain Banner detail codes and related StudentAccounts configuration when authorized, following establishedcontrols and approval procedures.
• Participate in Banner initiatives, testing, validation,troubleshooting, and implementation of Student Accounts processchanges.
• Assist with the transition of applicable processes fromFinance/customized practices to the Bursar’s Office and BaselineBanner.
• Document operational procedures, identify opportunities tomu improve or automate processes, and assist with post-implementationvalidation.

7. Compliance, Training, Collaboration & OtherResponsibilities

• Carry out assigned Student Accounts functions in accordancewith applicable federal and state requirements, Universitypolicies, accounting practices, internal controls, and establishedprocedures.
• Work closely with Financial Aid, Finance, the Registrar,Student Success, Information Technology, academic departments, andother areas to resolve student account issues and supportenrollment processes.
• Provide functional training, cross-training, and operationalguidance to Student Accounts staff and other University personnelwhose work intersects with student accounts.
• Support audit requests, documentation needs, businesscontinuity, and periodic review of procedures.
• Perform other duties as assigned.

Minimum Required Education

Bachelor's degree in accounting, finance, business administration,higher education administration, or a related field, or anequivalent combination of education and relevant experience.

Required Licenses and/or Certifications

NA

Minimum Required Qualifications

• Progressively responsible experience in student accounts,accounts receivable, billing, finance, higher educationadministration, or a related area.
• Experience performing account reconciliation, billing,payment/refund processing, collections, or related financialoperations.
• Experience using financial management, student information, orERP systems; proficiency with spreadsheets and reportingtools.
• Strong analytical, organizational, problem-solving,communication, and customer-service skills, including the abilityto handle sensitive financial matters professionally.
• Ability to manage multiple priorities, meet operationaldeadlines, document work accurately, and collaborate acrossfunctional areas.

Preferred Qualifications

• Five or more years of progressively responsible experience inhigher education Student Accounts, Bursar operations, accountsreceivable, finance, or a related area.
• Experience with Ellucian Banner Student Accounts/accountsreceivable functionality and Excel.
• Experience with third-party billing, deferments, studentrefunds/e-refunds, collections, tuition/fee assessment, andreconciliation.
• Experience with system testing, process documentation,cross-training, or business-process improvement.
• Knowledge of federal requirements affecting student accountsand Title IV funds.

Posting Detail Information

Requisition Number

2027031SP

Number of Vacancies

1

Anticipated Hire Date

ASAP

Position End Date (if temporary)

Job Open Date

09/21/2026

Job Close Date

10/05/2026

Open Until Filled

No

Special Instructions to Applicants

Advertising Summary

Quicklink for Posting

https://www.fairmontstatejobs.com/postings/11957