Student Account Specialist – Marion Campus (Grant County)

Ivy Tech Community College; Indianapolis (IN); On-site; USD 18,000 - 23,000; Full time

Benefits offered by this job

Health Insurance

Retirement Plan

Paid Time Off

Tuition Assistance

Flexible Work Arrangements

Job summary

Ivy Tech Community College Marion Campus is seeking a Student Account Specialist to provide frontline customer service, manage student accounts, and process payments. You will handle inquiries, explain charges, and support payment plans in a fast-paced bursar office.

Responsibilities include cash handling, reconciling daily activity, and coordinating with Financial Aid and Registrar to ensure accurate records and timely processing of transactions.

Qualifications

• High school diploma or equivalent.
• Demonstrated customer service experience with strong verbal and written communication.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently while contributing effectively as a member of a team.

Responsibilities

• Serve as the primary contact for student account inquiries through phone, email, and in-person interactions.
• Explain tuition and fee charges, billing statements, and the impact of financial aid on accounts.
• Process payments and refunds, manage payment plans, and handle online account management.
• Assist with cash handling, reconciliations, and daily deposits using college systems.
• Support audits and compliance with FERPA and institutional policies.
• Collaborate with Financial Aid, Registrar, and Finance to resolve student account questions.

Skills

Customer service

Verbal communication

Written communication

Confidentiality

Organizational skills

Time management

Independent work

Team player

Education

High school diploma

Associate degree preferred

Tools

Touchnet

BankMobile

Clover

Banner/Workday

Job description

The Student Account Specialist serves as a key member of the Marion Campus Bursar Office, providing student account support, cashiering services, and frontline customer service to students, faculty, staff, and external partners. Serving as the primary point of contact for the office, this position is highly service-focused and responsible for managing student account inquiries, processing payments, maintaining accurate financial records, and supporting daily office operations.This role ensures student account transactions are processed accurately and timely, revenue is properly recorded, and college policies and procedures are consistently followed. The Student Account Specialist collaborates closely with the Directors, Bursar Office staff, Financial Aid, Registrar, Academic Affairs, and other campus departments to support student success and maintain compliance with institutional and regulatory requirements.Due to the sensitive nature of student and financial information, confidentiality, professionalism, and discretion are essential.This position pays $15.00 per hour.Key ResponsibilitiesStudent Account Management & Customer ServiceServe as the primary point of contact for student account inquiries, providing professional, accurate, and timely assistance to students, families, faculty, staff, and external partners through phone, email, and in-person interactions.Welcome and assist students, faculty, staff, and campus visitors while maintaining a positive customer service experience.Explain tuition and fee charges, billing statements, account activity, payment options, refund processes, and the impact of financial aid on student accounts.Assist students with online account management processes, including payments, refunds, payment plans, and account access.Support students with Touchnet payment plans, BankMobile refund preferences, and related account questions.Research, analyze, and resolve student account issues, including billing discrepancies, payment concerns, financial aid-related questions, and account exceptions.Review and manage student account holds, placing or releasing holds in accordance with institutional policies and procedures.Conduct proactive outreach to students regarding account balances, payment deadlines, non-paid status, pre-collection activity, and other account-related requirements.Serve as the primary contact for outreach efforts related to non-paid status, past-due balances, and pre-collection activities prior to and throughout the academic term.Cashiering & Payment ProcessingReceive, process, and accurately record tuition, fee, transcript, and other college-related payments through approved college systems.Process payments received in person, online, and through the mail, ensuring timely application to student accounts.Prepare and distribute Clover payment invoices and accurately apply payments to student accounts.Process account adjustments related to approved drop/add activity and other authorized account transactions.Create, monitor, and follow up on payment plans to support timely student payments.Research and resolve returned ACH transactions, non-sufficient funds (NSF) payments, missing payments, and related account issues.Process BankMobile timeout transactions and other refund-related exceptions as necessary.Research and coordinate resolution of returned refunds, stale-dated checks, and outstanding refund transactions.Ensure all transactions are processed accurately and in compliance with institutional policies and procedures.Cash Handling & ReconciliationBalance and maintain assigned cash drawers in accordance with college cash-handling policies and internal control requirements.Reconcile daily cashiering activity, cash drawers, and transaction reports, researching and correcting discrepancies prior to finalizing reports.Prepare daily deposits and maintain all required supporting documentation.Complete daily deposit reconciliations and reporting within Banner, Workday, and other applicable systems.Ensure compliance with cash management procedures, audit requirements, and established internal controls.Maintain accurate records supporting all cashiering and reconciliation activities.Account Monitoring, Reporting & ComplianceReview daily refund reports, MC Hold reports, account exception reports, and other operational reports to identify and resolve issues in a timely manner.Process non-payment reporting and assist with related student account follow-up activities.Research and resolve account discrepancies, escalating complex issues when appropriate.Maintain accurate student account records and ensure compliance with institutional policies and procedures.Assist with internal and external audits by providing documentation, reconciliations, and supporting records.Ensure all responsibilities are performed in accordance with FERPA, applicable regulatory requirements, and professional standards.Maintain confidentiality of student records, financial information, and other sensitive institutional data.Collaboration & Operational SupportCollaborate with Financial Aid, Registrar, Academic Affairs, Career Link, Finance, and other campus departments to resolve student account questions and support student success.Work closely with the Director to support operational initiatives, special projects, peak registration periods, and other campus priorities.Assist with general Bursar Office operations and administrative functions as assigned.Participate in process improvement efforts that enhance efficiency, accuracy, compliance, and customer service.Adapt to changing operational needs and institutional priorities while maintaining service excellence.Perform other duties as assigned.QualificationsRequiredHigh school diploma or equivalent.Demonstrated customer service experience with strong verbal and written communication skills.Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.Ability to work independently while contributing effectively as a member of a team.PreferredAssociate degree.Experience in higher education, finance, accounting, cashiering, accounts receivable, procurement, banking, or customer service operations.Experience handling cash, payment processing, and account reconciliation responsibilities.Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:Health & WellnessMultiple medical plan options paired with a Health Savings Account with a generous employer contributionDental plan with no-cost preventive services and coverage for orthodontiaVision plan with low-cost exams and allowances for glasses or contact lensesEmployee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resourcesWellness program with opportunities to earn $250 in Wellness RewardsFlexible Spending Accounts for healthcare (limited purpose) and dependent careRetirement & Financial Security10% employer retirement contribution, fully vested after two yearsBasic life insurance equal to annual salary paid by the College, with optional supplemental coverageShort-term and long-term disability benefitsEducational BenefitsFee remission for employees, spouses, and dependent childrenTuition assistance for undergraduate, graduate, and doctoral programsPaid professional development opportunitiesWork‑Life BalanceGenerous paid time off, including vacation, sick leave, holidays, and winter recessFlexible work arrangements where availablePaid childbirth recovery leave (8 weeks)Paid parental leave (4 weeks)Additional PerksEligibility for Public Service Loan ForgivenessAdditional discounts on gym memberships, transportation, and various retail servicesIvy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.