Student Accounts Coordinator

CP01 Chatham University; United States; On-site; USD 38,000 - 45,000; Full time

Job summary

Chatham University seeks a Student Accounts Coordinator to support student accounts and accounts receivable while delivering exceptional service to students, families, and campus partners.

Under the Director of Finance, you will process payments, support billing, manage payment plans, and assist with collections and outreach. This role emphasizes accuracy, communication, and a student-centered approach.

Qualifications

• Bachelor’s degree preferred.
• 1–2 years in customer service, AR/AP, accounting, or related field.
• Experience in student accounts or financial aid preferred.
• Strong interpersonal and administrative skills.
• Ability to work with diverse faculty, staff, students and families.
• Data analysis and reporting experience a plus.

Responsibilities

• Process and post student payments accurately to student accounts.
• Provide payment receipts and answer questions about account activity.
• Monitor returned payments and NSF transactions; communicate resolutions.
• Assist with daily bank deposits and reconciliation.
• Prepare and distribute monthly student billing statements.
• Apply and monitor late fees, holds, and account restrictions.
• Analyze and reconcile student accounts for accuracy.
• Review activity to identify discrepancies and corrections.
• Package, administer, and reconcile student payment plans.
• Outreach to students regarding balances, financial aid options, and payment plans.
• Educate students on how enrollment changes affect tuition and fees.
• Support compliance and reporting related to student accounts (1098-T).

Skills

Customer service

Accounts receivable

Accounts payable

Accounting

Interpersonal skills

Administrative skills

Data analysis

Education

Bachelor’s degree

Tools

Anthology

Workday

Job description

Chatham University welcomes your interest in employment opportunities and encourages you to review open positions. Please note that Chatham does not accept unsolicited applications.

Student Accounts Coordinator The Student Accounts Coordinator, under the supervision of the Director of Finance, is responsible for supporting the University's student accounts and accounts receivable functions by providing exceptional customer service and ensuring accurate account maintenance. This position assists with student payment processing, billing support, payment plans, collections preparation, student outreach, account reconciliation, and communication related to tuition and fee obligations. The Student Accounts Coordinator serves as a key resource for students, parents, faculty, and staff regarding student account balances, payment options, financial obligations, and the impact of enrollment changes on tuition and fees. This position requires strong organizational skills, attention to detail, problem-solving abilities, and a commitment to a student-centered experience.

Duties and Responsibilities:

Student Account Processing

• Process and post student payments accurately to student accounts.
• Provide payment receipts and answer questions related to account activity and payment transactions.
• Process and monitor returned payments and non-sufficient funds (NSF) transactions, including communication with students and families regarding resolution.
• Assist with daily bank deposit preparation and reconciliation.

Billing and Account Management

• Assist with preparing, reviewing, and distributing monthly student billing statements.
• Apply and monitor late fees, registration holds, and other account restrictions in accordance with university policies.
• Analyze and reconcile student accounts to ensure accuracy and proper account resolution.
• Review account activity and charges to identify discrepancies and support account corrections.

Payment Plans and Collections

• Package, administer, and reconcile student payment plans.
• Monitor payment plan compliance and communicate with students regarding missed or late payments.
• Prepare extended payment plan agreements and maintain related documentation.
• Review delinquent accounts and prepare accounts for collection placement.
• Assist with collection account management and student outreach regarding payment options and account resolution.

Student Outreach and Customer Service

• Provide responsive, professional customer service to students, parents, faculty, and staff through phone, email, virtual, and in-person communication.
• Conduct outreach to students with outstanding balances regarding payment options, financial aid resources, and account status.
• Counsel students and families regarding payment responsibilities and available payment arrangements.
• Educate students on how enrollment changes, course withdrawals, and registration adjustments may impact tuition and fee charges.

Compliance and Reporting

• Conduct outreach to students regarding missing Social Security Numbers and other information required for 1098-T reporting.
• Maintain accurate records and documentation in compliance with university, regulatory, and audit requirements.
• Assist with reporting and data analysis related to student account operations.

Process Improvement and Documentation

• Develop, document, maintain, and periodically review workflow processes and standard operating procedures to ensure consistency, efficiency, and compliance.
• Identify opportunities for process improvements and recommend solutions that enhance service delivery, operational effectiveness, and the student experience.
• Collaborate with campus partners to streamline business processes and implement best practices.
• Maintain up-to-date training materials, job aids, and procedural documentation for Student Accounts operations.
• Support cross-training efforts by documenting key processes and ensuring knowledge transfer within the department.

Qualifications:

• Bachelor’s degree preferred
• One to two years of experience in customer service, accounts receivable, accounts payable, accounting, or a related field.
• Experience in student accounts or financial aid preferred.
• Strong interpersonal and administrative skills
• Demonstrated ability to work effectively, efficiently, and collaboratively with diverse faculty, staff, students, and the wider community.
• Ability to think creatively and strategically to support the needs of students and families.
• A commitment to a student-centered experience
• Excellent listening and organizational skills; ability to communicate effectively both orally and in writing with diverse populations.
• Strong customer service orientation: ability to professionally interact and collaborate with a variety of constituencies both on- and off-campus.
• Ability to use and analyze data, create reports, spreadsheets, electronic presentation software to make and communicate data driven decisions.
• Proven ability to manage multiple priorities simultaneously, follow through, meet deadlines, and maintain accuracy in a fast-paced environment.
• Detail oriented, ability to multi-task, meet deadlines, and work in team environment
• Familiarity with accounts receivable processes and higher education student information systems, preferably Anthology and Workday.
• Commitment to maintaining confidentiality of student records and sensitive financial information.
• Work includes occasional evenings and weekends for university events, enrollment activities and during busy periods, as needed.
• A valid driver’s license.

Salary Range: $38,000 - 45,000 annually.

35-hour work week.

Exact compensation based on candidate skills and experience.

Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals' intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus, which promotes employee and student success and retention.

Chatham University is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Chatham University does not discriminate on the basis of race, creed, color, religion, gender, gender identity, gender expression, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, age, national origin, age, disability, genetic information, veteran status, marital or family status, political affiliation, or any other characteristic protected by applicable law.

Our Work Experience is the combination of everything that’s unique about our culture, our core values, our company meetings, our commitment to success, our recognition programs, but most importantly, it’s our people. Our employees are self-disciplined, hardworking, curious, trustworthy, humble and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in our area.