Student Accounts Administrator

Mary Baldwin University; Staunton (VA); On-site; USD 30,000 - 42,000; Full time

Job summary

Mary Baldwin University seeks a detail-oriented Student Accounts Administrator to oversee day-to-day operations of the Student Accounts Department. The role handles billing, payments, refunds, and collections while guiding students through payment plans and account management.

This hourly, non-exempt position pays $26.00 per hour. The successful candidate will work under general supervision, ensuring accurate financial processes and high‑quality service to students and families.

Qualifications

• Associate degree in finance, accounting, or related field.
• Minimum 2 years in accounts receivable, collections, or higher education finance.
• Strong organizational skills and ability to manage high-volume inquiries.
• Excellent oral and written communication and attention to detail.
• Proficient with Google Suite, Adobe, and Microsoft Office; knowledge of accounting systems.
• Knowledge of accounting principles and student billing systems.

Responsibilities

• Support billing, payment processing, refunds, and collections for student accounts.
• Prepare and review billing statements for students.
• Provide direct student/parent support on tuition, payments, and charges.
• Manage refunds and AR collections reporting.
• Coordinate with vendors and campus departments to resolve billing discrepancies.
• Handle withdrawals and billing adjustments.
• Input daily cash receipts and assist monthly reconciliations.
• Prepare invoices for programs including employer reimbursements and 529 plans.
• Process 1098-T forms.
• Manage hold and journal entry processes; collaborate on room & board billing.
• Apply aid rules and collaborate on process improvements.
• Special projects as assigned.

Skills

Organizational skills

Prioritization

Communication skills

Customer service

Multitasking

Google Suite

Adobe

Microsoft Office

Accounting principles

Education

Associate degree in finance, accounting, or related field

Tools

Google Suite

Adobe

Microsoft Office

Job description

The Student Accounts Administrator plays a key role in managing the day-to-day operations of the Student Accounts Department by ensuring strong financial processes to enable student success and institutional effectiveness. Under general supervision, the student accounts coordinator completes a full range of complex student finance and cashiering related functions utilizing student billing and payment authorization systems. The student accounts administrator is responsible for providing world class service delivery while guiding students through the payment plan set up process and management of their student finance account.

This is an hourly, non-exempt position. Hourly rate: $26.00

Primary Responsibilities

• Support student accounts operations including billing, payment processing, book vouchers, refunds, and collections
• Prepare, review for accuracy, and provide billing statements to students
• Deliver excellent customer service by providing direct student and/or parent support in managing student accounts by explaining tuition, fees, payment options, and related charges
• Manage the student refund process by preparing, reviewing, and entering the refunds for processing
• Manage the day-to-day AR collections efforts including but not limited to tracking and monitoring student accounts
• Assist with preparing AR reports including aging summaries and collection performance metrics
• Coordinate with vendors and internal departments to resolve student billing and payment discrepancies
• Manage student withdrawals and billing adjustments as needed
• Input daily cash receipts utilizing standard operating procedures
• Assist with monthly reconciliations of bank records, student aid funds, and other accounts as requested
• Prepare billing invoices for a variety of programs including employer reimbursements, international colleges and programs, 529 Plans, military programs, etc.
• Process and ensure timely distribution of the annual 1098-T tuition tax forms
• Manage student account hold process in alignment with established policies and procedures
• Prepare and enter various fiscal processes including but not limited to entering journal entries into the financial system
• Collaborate with the office of Student Engagement to accurately bill room and board charges
• Apply rules, regulations, procedures, and guidelines governing financial aid, student billing and debt collections
• Partner with other departments on campus to build strong collaborative relationships focused on continuous improvement efforts
• Special projects or duties as assigned.

Required Qualifications and Experience

• Associate degree in finance, accounting, or related math or business field.
• A minimum of two years of experience in accounts receivable, collections, higher education finance, or related field.
• Strong organizational skills with ability to prioritize and handle multiple tasks and work under pressure.
• Ability to manage a high volume of inquiries via email, phone, and in person.
• Exceptional oral and written communication skills.
• Strong attention to details and accuracy of maintaining financial related data.
• Proficient computer skills, including knowledge with Google Suite, Adobe, and Microsoft Office.
• Knowledge of accounting principles, collection procedures, computerized accounting and student billing systems.