Student Accounts Coordinator Wilberforce University

Wilberforce University; Kentucky; On-site; USD 40,000 - 55,000; Full time

Job summary

Wilberforce University in Kentucky is seeking a Student Accounts Coordinator to serve as the main contact for tuition billing, payment plans, and account inquiries. The role ensures accurate student financial records, timely billing, and proactive collections, working closely with the Registrar, Financial Aid, and Business Office to support students' success.

The coordinator will manage charges, postings, refunds, and adjustments; communicate payment terms clearly; provide excellent service by

Qualifications

• Associate’s degree in Business, Accounting, or a related field required.
• Bachelor’s degree preferred.
• 2+ years of experience in student accounts, billing, financial aid, or customer service—preferably in higher education.
• Strong customer service and interpersonal skills; detail-oriented and organized.
• Proficient in Microsoft Office, especially Excel; experience with Banner is a plus.

Responsibilities

• Manage student billing, posting charges, payments, refunds, and adjustments.
• Monitor account balances and follow up on past due payments.
• Coordinate and administer payment plans; explain terms to students and families.
• Serve as a resource for accounts, holds, and payment options.
• Provide timely, courteous responses to inquiries by phone, email, or in person.
• Help students understand obligations and resolve balances.
• Process refunds from financial aid disbursements or withdrawals.
• Collaborate with Financial Aid to post and reconcile awards.
• Assist with Title IV and institutional refund calculations.
• Reconcile student accounts and ensure accuracy in Banner.
• Assist with reporting, audit prep, and year-end close.
• Track collections activity; report past due accounts.
• Ensure account policies comply with regulations.
• Enforce financial clearance policies (registration holds).
• Develop and update policies, procedures, and communications.

Skills

Customer service

Communication

Attention to detail

Organizational skills

Problem-solving

Microsoft Office

Education

Associate degree in Business/Accounting

Bachelor’s degree preferred

Tools

Banner system

Microsoft Office

Excel

Job description

Position Title: Student Accounts Coordinator

Department: Business and Finance

Reports To: Bursar

Full-time or Part-time: Full-time

Benefits Eligibility Status: Benefits Eligible

Job Summary

The Student Accounts Coordinator serves as a primary point of contact for students and families regarding tuition billing, payment plans, and account inquiries. This position is responsible for maintaining accurate student financial records, ensuring timely billing and collections, and delivering exceptional customer service. The coordinator works closely with the Registrar, Financial Aid, and Business Office to ensure a seamless and supportive student experience.

Essential Duties and Responsibilities

Student Account Management

• Manage student billing, posting charges, payments, refunds, and adjustments to student accounts.
• Monitor account balances and follow up on past due payments in accordance with university policies.
• Coordinate and administer payment plans and communicate terms clearly to students and families.

Customer Service & Communication

• Serve as a resource for students, parents, and internal departments regarding account balances, holds, and payment options.
• Provide timely, courteous, and accurate responses to inquiries by phone, email, or in person.
• Help students understand their financial obligations and identify resolutions for outstanding balances.

Refunds & Financial Aid Coordination

• Process student refunds resulting from financial aid disbursements, overpayments, or withdrawal activity.
• Collaborate with the Financial Aid Office to ensure accurate posting and reconciliation of awards.
• Assist with Title IV and institutional refund calculations when necessary.

Reporting & Reconciliation

• Reconcile student accounts and ensure accuracy of transactions in the student information system (e.g., Banner).
• Assist with regular reporting, audit preparation, and year-end financial close procedures.
• Track collections activity and provide reports to management on past due accounts.

Compliance & Policy Enforcement

• Ensure student account policies comply with university, state, and federal regulations.
• Enforce financial clearance policies, including registration and transcript holds.
• Assist in developing and updating policies, procedures, and student communication materials.

Required Knowledge, Skills and Abilities

• Strong customer service and interpersonal skills.
• High attention to detail, organizational skills, and problem-solving ability.
• Ability to communicate complex information clearly and professionally.
• Proficient in Microsoft Office (especially Excel); experience with Banner is a plus.

• Knowledge of FERPA, Title IV regulations, and institutional billing practices.

Minimum Qualifications

Education:

• Associate’s degree in Business, Accounting, or a related field required.
• Bachelor’s preferred.

Experience:

• 2+ years of experience in student accounts, billing, financial aid, or customer service—preferably in higher education.