Student Billing Coordinator

Job Description

Job Description

Collegiate School seeks a Student Billing Coordinator to work in our Business Office. The Student Billing Coordinator is responsible for ensuring the accurate and timely management of student accounts, from billing and payment applications to providing exceptional support to our parent community using accounting software and financial management systems. This position serves as the primary point of contact regarding student billing accounts. This is a 12-month full-time position that reports directly to the Controller/Risk Manager.

General Responsibilities include:

• Serving as the primary point of contact for parents regarding tuition accounts, payment plans, and general billing inquiries, providing clear, empathetic, and timely assistance in person, by phone, and/or email
• Managing and updating computerized student billing records with precision and efficiency
• Accurately generating and applying various charges to student accounts, including tuition, fees, books, meals, trips, and Parents' Association-related charges
• Processing and accurately recording all payments on student accounts
• Handling student billing inquiries and generating monthly student bills
• Coordinating the annual re-enrollment process, including the preparation and electronic distribution of enrollment contracts and other materials
• Overseeing meal plan activity, including enrollment, plan changes, monthly charges, and system maintenance
• Managing the Tuition Refund Insurance program, including billing and the processing and tracking of claims and working with the School’s insurance provider
• Preparing bank deposits of student account payments, gifts, and other miscellaneous cash receipts
• Accurately recording all cash receipts in the general ledger and performing regular reconciliations
• Assisting with various duties as needed as a collaborative member of the Finance and Administration Division

Successful candidates will possess the following qualifications and competencies:

• High School Diploma required; Associate's or Bachelor's degree in an accounting or related field is a plus
• A minimum of 2-3 years of progressive experience in accounts receivable or student billing, preferably within an independent school, higher education, or non-profit environment
• Proven proficiency with accounting software and financial management systems. Experience with FACTS Tuition Management, Finalsite and/or and Blackbaud accounting system or the like is highly preferred
• Advanced proficiency in Microsoft Excel and Google Sheets, including the ability to create reports
• Exceptional attention to detail and accuracy in all financial transactions and record-keeping
• Outstanding communication skills (written, verbal, and interpersonal) with the ability to interact professionally, empathetically, and discreetly with parents, students, faculty, and staff whether in person, on the phone and/or via email
• Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and thrive in a dynamic environment
• High level of confidentiality, discretion, and professionalism when handling sensitive financial and personal information
• Resourceful problem-solver with a proactive approach to identifying and resolving account discrepancies.
• Ability to work both independently and collaboratively as a valued member of the Business Office team
• Demonstrated cross-cultural competency and a commitment to fostering an inclusive and welcoming environment for all members of the school community
• A positive attitude, adaptability, and flexibility in responding to evolving needs
• Solid understanding of data management principles, including how data is collected, generated, and used, with the ability to contribute to process improvements and create basic reports

It is critical that candidates demonstrate a commitment to the School’s Core Values and Mission

HONOR

Personal integrity and devotion to the truth, which make one trustworthy, forthright, responsible and fair.

LOVE OF LEARNING

A creative spirit that promotes intellectual and personal growth through exploration, inquiry and openness to change.

EXCELLENCE

A sustained commitment to meeting high standards of character, achievement and personal accountability.

RESPECT

Fundamental regard for the dignity and worth of each individual.

COMMUNITY

A commitment to responsive and compassionate citizenship and service on campus, in the local community and in the broader world.

Required Competencies:

• Excellent communication skills with the ability to communicate the School’s shared purpose; builds trust among colleagues; is accountable; lives up to commitments.
• Proven cross cultural competency skills demonstrating self awareness, awareness of others and the ability to adopt inclusive perspectives, attitudes and behaviors to drive inclusion and belonging in the ongoing development and maintenance of an inclusive campus community .
• Demonstrates a strong commitment to a servant leadership model focusing on the growth and development of the team to successfully fulfill shared goals.
• Understands the big picture and handles areas of responsibility in a manner consistent with the School’s mission and values. Offers assistance within the office especially during busy times.
• Relates to the Collegiate community including faculty, staff, students, parents and applicants in a cooperative manner.
• Meets deadlines, demonstrates effective use of time and handles multiple assignments simultaneously.
• Understands the need for growth and is receptive to constructive feedback.
• Maintains confidentiality at all times.

Who we are

Collegiate School is a co-educational, independent day school located in Henrico County, within 20 minutes of downtown Richmond, Virginia, for students in Junior Kindergarten through 12th grade. For more than 100 years, Collegiate has nurtured inquisitive thinkers, responsible citizens, and compassionate leaders. Grounded in the values that have sustained it over the course of more than a century, Collegiate provides its nearly 1,700 students with an engaging academic environment dedicated to preparing them for a globally connected and changing world.

The essence of Collegiate School is the richness of relationships among students, faculty, parents, administrators, and alumni in a dynamic learning community with high personal and academic expectations. This exceptional educational environment enables students to develop their potential for intellectual growth, leadership, and service.

Why Collegiate?

Collegiate School is well-regarded for developing students into citizens who lead, serve and shape the world. We do so with the help of a caring faculty and staff who also have opportunities to lead, serve and shape the world, through the young lives they touch.

Below are just a few examples of some of the great advantages of working at Collegiate:

• Excellent professional development opportunities for faculty and staff
• Collaborative working environment
• A rich employee benefits package (which includes free lunch!)
• Opportunities for growth and leadership
• An environment that fosters creative and innovative instruction

The School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, gender (including pregnancy), age, religion, national origin, ancestry, sexual orientation, disability, veteran or military status, marital status, genetic information, or any other status protected by applicable law. Employment decisions at the School are based on merit, qualifications and skills.