Manager of Student Accounts

Position Summary

The Manager of Student Accounts leads the College's student account and bursar functions. Reporting to the Controller, this position oversees student billing, payment processing, account reconciliation, refunds, collections, and related reporting. The Manager ensures that student account information is accurate and timely while helping students and families understand their financial obligations and available payment options. The position works closely with Financial Aid, the Registrar, Admissions, Student Life, and other campus partners to resolve account issues, support enrollment, and maintain sound financial controls.

Essential Responsibilities

Student billing and account management

Oversee the assessment and posting of tuition, fees, housing, meal plan charges, and other approved charges and credits.

Manage the billing calendar, account statements, due dates, and communications about student balances.

Review account adjustments, refunds, and exceptions for accuracy, documentation, and appropriate approval.

Resolve complex student account questions and ensure consistent application of College policies.

Payments, receivables, and collections

Oversee the receipt, recording, and reconciliation of student payments, including electronic payments and third-party payments.

Administer payment plans and monitor past-due balances.

Coordinate timely, respectful outreach to students with outstanding balances and recommend accounts for further collection action under College policy.

Maintain accurate student accounts receivable records and provide information needed to assess collectibility.

Financial controls and reporting

Reconcile student account activity and related general ledger accounts in coordination with the Controller and accounting staff.

Prepare reports on billing, collections, refunds, aging, and other student account activity.

Document procedures and maintain appropriate controls over cash handling, adjustments, refunds, access to systems, and the separation of duties.

Support the annual financial statement audit and other reviews by preparing schedules and responding to inquiries.

Compliance and systems

Oversee student account processes associated with Form 1098-T and coordinate with appropriate internal and external partners on its preparation and distribution.

Protect student financial information and administer records in accordance with applicable privacy, tax, payment processing, and College requirements.

Serve as the functional lead for student account and payment systems, including testing, issue resolution, user guidance, and process improvements.

Monitor changes in relevant requirements and recommend updates to procedures and communications.

Service and collaboration

Provide clear, courteous, and confidential assistance to students, families, and campus colleagues.

Coordinate with Financial Aid and other offices to ensure that aid, deposits, charges, and account changes are reflected accurately.

Develop accessible instructions and communications that help students understand bills, payment options, refunds, and account responsibilities.

Beloit College Manager of Student Accounts