Students Account Coordinator

University of Pretoria; Pretoria; On-site; ZAR 350,000 - 480,000; Full time

Job summary

The University of Pretoria invites applications for a Senior Administrative Officer (Student Accounts) in the Finance Department. You will handle student inquiries, billing, payments, and account reconciliations, ensuring accurate statements and timely responses.

Responsibilities include advising on payment arrangements, managing rebates and bursaries, and coordinating with faculties to resolve discrepancies.

Qualifications

• Bachelor’s Degree or National 3-year Diploma in a relevant field.
• 3 years' experience with a Bachelor's degree; 5 years' experience with Diploma.
• Experience in financial environment and student accounts.
• Experience in accounting and resolving account errors.
• Experience advising clients on financial decisions.
• Experience in student administration processes.

Responsibilities

• Resolve students' enquiries related to their accounts, payments and non-payments.
• Provide information on discounts, rebates, and other financial matters.
• Provide students, guardians and bursars with fees estimates/quotations and preliminary accounts.
• Adjust/correct accounts by journal postings.
• Manage family rebate applications and postings.
• Analyze and interpret yearbooks to determine possible course credits.
• Identify and investigate discrepancies between academic records and accounts.
• Coordinate amendments with the relevant departments to reflect correct accounts.
• Verify accuracy of accounts for bursaries and loans.
• Advise students and parents on payment arrangements.
• Drive debt collection during peak periods.

Skills

NCA Knowledge

Legal Collections

Computer Literacy

Accounting

Attention to Detail

Confidentiality

Communication

Analytical Thinking

Team Player

Time Management

Education

Bachelor's degree

National 3-year Diploma

Tools

CRM software

Job description

UP Professional and Support

DEPARTMENT OF FINANCE

SENIOR ADMINISTRATIVE OFFICER (STUDENT ACCOUNTS)

PEROMNES POST LEVEL 9

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

Key Responsibilities

• Resolve students' enquiries related to their accounts, payments, non-payments, etc;
• Provide information on early settlement discounts, family rebate, personnel discount, module changes and other financial-related matters;
• Provide students, guardians and bursars with fees estimates/quotations and preliminary accounts;
• Adjust/ correct accounts by means of journal posts;
• Manage all family rebate applications using manual calculation and posting when required;
• Analyse and interpret yearbooks to determine possible course credits;
• Identify and investigate issues related to discrepancies between academic records and related accounts and elevate if an error is found with tuition calculations, etc;
• Identify incorrect academic records that impact the accounts and coordinate amendments with the relevant departments;
• Liaise with faculty admin on students being dismissed, expelled1 transferred between faculties, and enrolling for more than one plan or career to ascertain account data;
• Verify accuracy of accounts to ensure allocation of Bursaries and Loans;
• Advise students and parents on financial arrangement procedures when they cannot make the needed payment(s) on time;
• Process qualifying payment arrangements received and communicate decisions to clients;
• Execute strict controls before lifting blocks for registration1 academic record, and graduation;
• Refer students on possible financial aid avenues available within the university when faced with financial difficulties;
• Manage the process to ensure the final account issued is a true reflection of what is due either to the student or the university;
• Finalize students accounts by ensuring correct credits1 interpreting and coordinating information, and ensuring billing departments have reconciled their accounts;
• Ensure University bursaries are reversed in accordance with regulations;
• Follow up on outstanding accounts and keep a record of communication with students through the Client Relationship Management (CRM) system;
• Drive debt collection, particularly during the registration period, as well as other peak periods;
• Manage and attend to walk-ins, emails and telephone enquiries according to UP standards and policies;
• Manage stakeholder complaints;
• Provide support and training to temporary and new staff when required;
• Verify accuracy of International status on the system to ensure accurate billing of accounts;
• Levy accounts to allocate National Student Financial Aid Scheme and UP loans;
• Identify accounts that need to be dealt with separately by other Departments, e.g., Residence, library, meals, printing credits, etc;
• Manage and coordinate refunds of credit balances payable to students within regulations;

Minimum Requirements

• Relevant Bachelor's Degree OR Relevant National 3-year Diploma;
• 3 years' experience (with a Bachelor's degree),5 years' experience (with Diploma);
• • Experience in a financial environment and student accounts;
  • Experience in an accounting environment;
  • Experience in student accounts and resolving account errors;
  • Experience in advising clients on financial decisions;
  • Experience in student administration processes.

Required Competencies (skills, Knowledge, And Behavioural Attributes)

• Knowledge of the National Credit Act (NCA);
• Knowledge of legal processes pertaining to legal collection;
• Computer literacy;
• Accounting;
• Ability to accomplish tasks and processes accurately and completely;
• Ability to deal with high-stress situations calmly and effectively;
• Ability to maintain confidentiality;
• Ability to convey information clearly and concisely;
• Ability to identify problems, investigate, determine possible solutions, and actively work to resolve the issues;
• Ability to have analytical skills;
• Ability to be self-motivated/self-starter and self-disciplined;
• Ability to actively participate as a member of a team to move toward the completion of goals;
• Ability to be relied upon to ensure that projects within areas of responsibility are completed in a timely manner.

Added Advantages And Preferences

• Bachelor’s degree in a relevant field;
• 2 -3 years' experience;
• Experience in an institute of higher education.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

CLOSING DATE: 1 September 2026.

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.