Student Account Coordinator/Billing Specialist

Baldwin-Wallace University

STUDENT ACCOUNT COORDINATOR/BILLING SPECIALIST

Department/Division: Bursar/Finance

Title: Student Account Coordinator/Billing Specialist

Status: Full-Time, Exempt

Work Schedule: M-F; 8:30 am - 5:00 pm

Job Summary:

Responsible for managing and maintaining student accounts, including billing, payments, refunds, and adjustments. Additional responsibilities include accurate and timely processing of student account receivable statements including tuition, room, board, financial aid, and other student charges, as well as other miscellaneous billings relative to retiree insurance, parking, student loan accounts, and collection accounts. This position is carried out in partnership with a co-Student Account Coordinator.

Essential duties, tasks and responsibilities: (The following duties are not to be considered a complete list of duties and responsibilities assigned to this position.)

• Process payments, including credit card transactions, checks, and electronic transfers.
• Assist in managing student refunds, ensuring accurate processing of excess financial aid and payments.
• Generate and review student bills to ensure accurate charges for tuition, fees, housing, and other services.
• Ensure that student accounts are properly reconciled and that all charges and credits are accurate.
• Work with other departments (such as Financial Aid, Housing, and Registrar) to address account discrepancies and resolve any issues related to billing or payments.
• Identify and investigate any discrepancies in student accounts, ensuring timely resolution.
• Prepare and maintain accurate records and reports related to student accounts, payments, and adjustments.
• Ensure that student accounts comply with institutional policies, federal regulations, and state laws regarding billing, payments, and financial aid.
• Establish annual billing schedule.
• Maintain accurate tuition and room rate tables and refund formulas.
• Prepare accurate and timely monthly student statements.
• Prepare annual 1098-T and 1098-E tax forms and ensure their filing within IRS deadlines.
• Assist staff with continuous improvement projects focused on improving the efficiency and effectiveness of the Bursar’s Office in the areas of student services, retention, collections, and cashiering.
• May also assist with student employment, including processing and payroll-related documentation.

Qualifications

• Bachelor’s degree in Accounting, Finance or Administration preferred.
• Minimum of three years of experience in student billing, accounts receivable, or a similar financial role.
• Previous experience working in a higher education setting or with student accounts is highly desirable, experience with Federal Work Study also a plus.
• Strong attention to detail and ability to accurately process financial transactions.
• Proficient in Microsoft Office Suite, especially Excel. Experience with financial software or student account systems (e.g., Colleague) is highly preferred.
• Must be self-motivated and able to work under tight deadlines.

Compensation

A competitive salary plus a comprehensive benefits package that includes health and dental insurance, sick leave, vacation, holidays, short-term disability, 403 (b) retirement plan, life insurance and tuition remission benefits.

Application Procedures

Review of complete applications will begin immediately and continue until the position is filled. For the strongest consideration, applicants should submit materials by April 14, 2025. Candidates must submit resume via the To Apply link on HR’s Current Job Openings site: https://www.bw.edu/employment

Baldwin Wallace University is an EEO employer and educator. At BW, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities and as we engage our community partners. Learn more at Diversity Affairs – https://www.bw.edu/about/diversity/