Student Financial Operations Specialist

Commonwealth of VA Careers; Harrisonburg (VA); On-site; USD 40,000 - 42,000; Full time

Benefits offered by this job

Paid leave and holidays

Health insurance

Retirement plan

Wellness program

Tuition waiver

Job summary

James Madison University is seeking a Student Financial Operations Specialist to deliver high-level customer service for student accounts and manage FLEX and Dining Dollars Gold transactions. The role interacts with students, parents, and faculty, ensuring accurate account maintenance and timely communications.

The position covers reconciliation, reporting, and compliance with university procedures, joining a team focused on financial accuracy and strong internal controls.

Qualifications

• Direct customer service experience with financial information.
• Ability to explain billing, payment, refund policies clearly.
• Experience researching and resolving account issues with accuracy.

Responsibilities

• Provide professional, timely assistance to students, parents, and staff by phone, email, and in person.
• Explain university billing and payment policies; prepare statements and invoices.
• Perform account maintenance; reconcile daily activity across systems (PeopleSoft, Cashnet, Flywire).
• Assist with communications related to student accounts receivable and billing deadlines.
• Serve as backup for other customer service and business office functions.

Skills

Customer service

Financial analysis

Accounts receivable

Attention to detail

Prioritization

Tools

PeopleSoft

Cashnet

Flywire

BankMobile

Job description

Working Title: Student Financial Operations Specialist

State Role Title: Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Finance

Department: 100204 - University Business Office

Pay Band: 3

Pay Rate: Pay Range

Specify Range or Amount: $39,500 - $42,000

Is this a JMU only position?: No

Is this a grant-funded position?: No

Is this a Conflict of Interest designated position?: No

Beginning Review Date: 10/22/2026

At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?

We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:

• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

The University Business Office is seeking a Student Financial Operations Specialist to provide exceptional customer service and operational support for student account services. This position serves as a key point of contact for students, parents, authorized users, faculty, and staff regarding student account activity, payment processes, university billing, and declining balance accounts.

The successful candidate will administer FLEX and Dining Dollars Gold (DDG) account processes, perform account maintenance activities, assist with accounts receivable communications, reconcile financial transactions, and support daily office operations.

Customer Service and Student Account Support

• Provide professional, timely assistance to students, parents, authorized users, faculty, and staff by phone, email, and in person.
• Analyze student account information and explain university billing, payment, refund, and account policies.
• Respond to inquiries using multiple university systems, including PeopleSoft, Cashnet (Illumia), Flywire, and BankMobile.
• Prepare account statements, invoices, and related documentation as requested.
• Serve as backup support for other customer service and business office functions.

FLEX and Dining Dollars Gold (DDG) Account Administration

• Administer FLEX and Dining Dollars Gold account transactions and maintenance activities.
• Reconcile daily financial activity between university payment systems and declining balance account systems.
• Research and resolve discrepancies involving payments, deposits, and account transactions.
• Process transfers and adjustments involving FLEX accounts.
• Remove declining balance funds associated with returned or unsuccessful payments.
• Maintain detailed records and ensure compliance with university financial procedures and internal controls.

Returned Payment and Account Maintenance Processing

• Monitor returned payment activity and perform required account adjustments.
• Place and remove administrative holds in accordance with university policies.
• Notify students and authorized users regarding returned payments and resulting account impacts.
• Research and resolve account issues while maintaining accurate records of communications and actions taken.

Student Communications and Outreach

• Support communications related to student accounts receivable processes and outstanding account balances.
• Manage outgoing communications regarding billing deadlines, payment issues, registration holds, financial account requirements, and related topics.
• Assist with welcome communications and outreach efforts for new students and their families.
• Support student engagement activities during orientation sessions and other university events.

Financial Controls and Operational Support

• Serve as backup for daily audit and reconciliation activities.
• Review Deposit Type Forms and related documentation for accuracy and completeness.
• Assist with financial reporting, data entry, document imaging, and electronic records management.
• Support compliance with university policies, audit requirements, and record retention standards.
• Participate in process improvement initiatives and cross-training activities.

Additional Duties

• Assist with departmental projects and special assignments.
• Provide backup support during peak operational periods and staff absences.
• Perform other related duties as assigned.

Qualifications

Applicants must demonstrate experience in:

• Providing direct customer service and effectively communicating complex financial information to a broad customer population.
• Explaining policies, procedures, or financial information to customers.
• Researching and resolving account-related issues.
• Maintaining records with a high degree of accuracy and attention to detail.
• Managing competing priorities while maintaining established deadlines.
• Using strong analytical skills.

Additional Considerations

• Experience supporting student financial services, student accounts, financial aid, banking, accounting, or accounts receivable operations.
• Experience handling cash management, payment processing, reconciliations, or financial audits.
• Experience working in a decentralized organization with multiple stakeholders.
• Experience composing professional correspondence regarding financial matters.

Additional Posting Information

Conditions of Employment

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice

After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: [phone].

Reasonable Accommodation

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at [phone] or [e-mail]. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.