Student Billing Coordinator

Wheeling; Wheeling (WV); On-site; USD 36,000 - 48,000; Full time

Job summary

Wheeling University in Wheeling, WV invites applications for a Student Accounts Coordinator to join our Finance team. This full-time role manages tuition, housing, fees, and other campus charges, and supports students with billing questions and payment plans.

The ideal candidate has an associate degree and strong customer service, communication, and computer skills, including Windows, Microsoft Office, and Datatel Colleague.

Qualifications

• Associate's degree is required and one to three years related experience preferably in higher education.
• Proven customer service skills and enthusiasm for providing exceptional service to a diverse population of graduate and undergraduate students, their families, staff, faculty and other constituencies.
• Computer proficiency in Windows and Microsoft Office.
• Familiarity and proficiency with computerized accounts receivable systems such as Datatel Colleague.
• Strong written and verbal communication skills and the ability to identify information that should be escalated immediately.
• Proven attention to detail, accuracy, and timeliness.
• Excellent organization and follow-up / follow-through skills to ensure completion of assignments within established timeframes.
• Solid problem-solving skills and the ability to analyze components and arrive at a logical course of action while knowing when to ask for assistance or direction.
• Ability to thrive in a fast-paced environment and to effectively prioritize assignments to meet given deadlines.
• Ability to remain calm and resourceful in stressful situations.
• Ability to work effectively, independently and as a member of a team.
• Ability to use absolute discretion when dealing with sensitive, confidential materials; familiarity with FERPA a plus.

Responsibilities

• Manage and maintain student account records, including tuition, fees, housing, meal plans, and other institutional charges.
• Prepare and distribute student billing statements and ensure accounts are billed accurately and timely.
• Process and post student payments, refunds, adjustments, credits, and other account transactions.
• Monitor student accounts for outstanding balances and communicate with students regarding payment requirements and account status.
• Respond to student and parent inquiries regarding billing, payment options, account balances, and charges.
• Assist students with setting up and maintaining payment plans in accordance with University policies.
• Coordinate with Financial Aid, Admissions, Registrar, Housing, Athletics, and other departments to resolve student account issues.
• Review and reconcile student account activity to ensure accuracy and proper posting of charges and payments.

Skills

Customer service

Attention to detail

Communication skills

Time management

Education

Associate's degree

Tools

Datatel Colleague

Microsoft Office

Windows

Job description

Job Details

Location: Wheeling University - Wheeling, WV 26003

Position Type: Full Time Employment

Job Category: Education

At Wheeling University, you’ll find more than just a workplace — you’ll join a mission-driven community that lives by values of leadership, service, faith, integrity, and excellence. As an employee, you’ll be part of a university that is committed to integrating learning, research, and outreach within its Catholic tradition, seeking to develop not only competent professionals, and also socially responsible citizens. Wheeling promotes close student-faculty connections and encourages all members to grow both intellectually and ethically, to serve with compassion among diverse communities, and to lead by example. In such an environment, your work will matter — your contributions help sustain a culture where academic rigor, moral purpose, and service to others are more deals --they are daily actions and practices.

Wheeling University, a vibrant Catholic institution invites applications for an additional Student Accounts Coordinator to add to our team!

Responsibilities

• Manage and maintain student account records, including tuition, fees, housing, meal plans, and other institutional charges.
• Prepare and distribute student billing statements and ensure accounts are billed accurately and timely.
• Process and post student payments, refunds, adjustments, credits, and other account transactions.
• Monitor student accounts for outstanding balances and communicate with students regarding payment requirements and account status.
• Respond to student and parent inquiries regarding billing, payment options, account balances, and charges.
• Assist students with setting up and maintaining payment plans in accordance with University policies.
• Coordinate with Financial Aid, Admissions, Registrar, Housing, Athletics, and other departments to resolve student account issues.
• Review and reconcile student account activity to ensure accuracy and proper posting of charges and payments.
• Assist with the processing and reconciliation of refunds and returned payments.
• Monitor past-due accounts and assist with collection efforts in accordance with University policies and procedures.
• Maintain accurate and confidential student financial records in compliance with University policies and applicable regulations.
• Assist with month-end and year-end reconciliation and reporting related to student accounts.
• Provide information and documentation for audits and internal financial reviews as requested.
• Assist with registration and account holds related to outstanding balances, as appropriate.
• Stay informed of University billing policies, procedures, tuition and fee schedules, and payment requirements.
• Identify billing discrepancies and work with appropriate departments to research and resolve issues.
• Provide professional and courteous customer service while handling sensitive student financial information.
• Perform other duties and special projects as assigned.

Qualifications

• Associate's degree is required and one to three years related experience preferably in higher education.
• Proven customer service skills and enthusiasm for providing exceptional service to a diverse population of graduate and undergraduate students, their families, staff, faculty and other constituencies.
• Computer proficiency in Windows and Microsoft Office.
• Familiarity and proficiency with computerized accounts receivable systems such as Datatel Colleague.
• Strong written and verbal communication skills and the ability to identify information that should be escalated immediately.
• Proven attention to detail, accuracy, and timeliness.
• Excellent organization and follow-up / follow-through skills to ensure completion of assignments within established timeframes.
• Solid problem-solving skills and the ability to analyze components and arrive at a logical course of action while knowing when to ask for assistance or direction.
• Ability to thrive in a fast-paced environment and to effectively prioritize assignments to meet given deadlines.
• Ability to remain calm and resourceful in stressful situations.
• Ability to work effectively, independently and as a member of a team.
• Ability to use absolute discretion when dealing with sensitive, confidential materials; familiarity with FERPA a plus.

EEO Statement

Wheeling University is an Equal Opportunity Employer. We are committed to creating and sustaining a diverse, inclusive, and welcoming community for all faculty, staff, and students. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law. We value the unique contributions that individuals bring to our campus and believe that diversity of perspectives enriches our academic and work environment.