Student Account Collection Specialist

About Holy Family University

Holy Family University is a sponsored ministry of the Sisters of the Holy Family of Nazareth founded in 1954. The University is a private institution in the Catholic tradition with campus locations in Philadelphia and Newtown PA. The main campus is nestled in the heart of a historic residential neighborhood in Northeast Philadelphia that is vibrant and just minutes from the excitement of Center City. The Newtown campus is located in Bucks County surrounded by nature and a step away from parks, farmers’ markets and great dining.

One of the best parts of Holy Family University is our welcoming atmosphere--and that's not by chance. Our mission centers on creating an environment that encourages all members to get to know one another, learn from one another, and experience a range of perspectives and worldviews. Our community is strong because of this.

University Benefits

Holy Family University takes pride in offering a range of meaningful and flexible benefits designed to promote the health and wellness of our employees and their dependents. Our comprehensive benefits and resources focus on physical, mental and financial wellness to include medical, prescription, dental and vision. We did not stop there; we also offer our employees the following fringe benefits and more.

Commuter Benefits: Transit and park benefits through pre-tax payroll deductions
Half-Day Fridays: Enjoy half-day Fridays in the summer
403(b) Retirement: Discretionary match up to 5%; vested immediately
Time Off: 12 Paid Holidays, Vacation, Personal, Sick Days and a week off for Winter Break
Tuition Benefits: Employees or dependents pursuing a first Undergraduate Degree receive 100% tuition remission; employees pursuing a first Master’s or Doctoral degree, receive 100% tuition remission; eligible dependents pursuing a first Master’s or Doctoral degree, receive 50% tuition discount
Alpha House: 50% Discount for Nursery, Pre-K and Kindergarten

Position Summary

The Collections Specialist is responsible for managing the collection of delinquent student accounts and other receivables within the institution. The role involves communicating with students, families, and third-party agencies to ensure timely payment, compliance with institutional policies, and adherence to federal and state regulations. This position supports the financial sustainability of the institution while maintaining a student-centered approach.

The employee must also understand and embrace the mission of Catholic higher education and must commit to the mission, goals and objectives of Holy Family University in word and deed.

Essential Functions

Job duties that must be performed, with or without reasonable accommodation, and may include any of the following tasks, knowledge, skills and other characteristics. This job description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this position.

Monitor and manage past due accounts for tuition, fees, housing, and other student charges
Initiate contact with students and responsible parties to resolve outstanding balances
Develop and manage payment plans in accordance with university policies
Coordinate collection efforts with internal departments and external collection agencies
Maintain accurate and up-to-date records in student financial systems
Prepare monthly reports on aging accounts and collection performance
Support financial holds, registration blocks, and transcript release policies
Ensure compliance with FERPA, FDCPA, and other applicable regulations
Assist with student outreach and education regarding financial responsibility
Recommend accounts for write-off or referral to legal counsel when necessary
Diligently record information about discussions with students, financial status, etc on STRK screen in Colleague system
Work with a sense of urgency while maintaining accuracy
Backup to Student Account Services team with student payments, deposits and end of day settlement, while following federal and state laws required for higher education institutions including FERPA
Communicate clearly with borrowers, team, and others using a courteous, pleasant tone in both written and verbal communications
Regular attendance and arriving on time for scheduled hours

General Expectations

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and harmoniously with students, faculty and staff, and the public. Employees are expected to follow and abide by all University policies, rules, regulations and guidelines.

Education & Experience Requirements

Associate’s or Bachelor’s degree in Accounting, Business, or related field preferred
Minimum of 2 years of experience in collections, accounts receivable, or student financial services
Knowledge of higher education billing systems (e.g., Colleague) is a plus
Strong communication, negotiation, and customer service skills
Ability to work independently and handle sensitive information with discretion

Knowledge, Skills and Abilities

Knowledge of and ability to follow university policies and procedures
Ability to establish and maintain effective working relationships with the campus community
Extensive computer skills required, including intermediate knowledge of Excel, MS Word, Windows and client server system (Ellucian Colleague preferred)
Strong interpersonal, verbal and written communication skills
Attention to detail, planning and multi-tasking skills and self-motivation
Ability to work as a team player
Sensitivity to matters of confidentiality
Knowledge of Fair Debt Collection Practices and other regulations
Ability to accept performance feedback in a professional manner

Work Environment

Operates in an office environment, that may have frequent interruptions. The area is well-lit, temperature controlled and free from hazards. Noise level is generally quiet to moderate.

Physical Requirements

Communicates frequently, in person, over the phone, or via a computer. Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Non-Discrimination Statement

Holy Family University seeks to foster a welcoming and a healthy educational and work environment based on respect, the dignity of each person and the oneness of the human family. Holy Family University is dedicated to ensuring an environment free of discrimination or harassment of any kind, and promotes equal opportunity in its employment and education.

For more details on our commitment to nondiscrimination click here.

We invite qualified applicants to view our open positions and apply directly at our career center by submitting a cover letter and resume.