Student Accounts Administrator

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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 Student Accounts Administrator plays a critical role in leading the financial operations of the Student Accounts office at Holy Family University. This position is responsible for supervising staff and student workers, setting direction and leadership through a student-first perspective, overseeing all internal and external communication, policy, and reporting processes, and ensuring quality customer service in all things.  The Student Accounts Administrator works closely with students, parents, staff, and various campus departments to ensure accurate and timely billing, collection of tuition and fees, and the seamless operations of the Student Accounts office.

Direct Reports

  • Financial Services Specialists
  • Student Workers

General Expectations

  • Uphold the mission and core values of Holy Family University, supporting the education of students to assume lifelong responsibilities towards God, society and self
  • Accomplish assigned duties in an efficient, effective and competent manner
  • Strive for improvement and excellence in all work performed
  • Demonstrate the ability to effectively interact with and work with students, faculty, staff and the public
  • Follow and abide by all University policies, rules, regulations and guidelines

If an alternative work location is permitted or should become necessary, the employee must be able to perform all parts of this job description while working away from the office, on campus or a combination, and be proficient or willing to become proficient in the technology needed to work away from the office. 

Essential Functions

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

Billing and Payment Processing

  • Manage communications in alignment with the distribution of student billing statements, ensuring accuracy and completeness
  • Oversee the application of payments, including cash, checks, credit card payments, and wire transfers
  • Audit all payments to ensure they are accurately applied to student accounts
  • Monitor and reconcile student accounts to ensure accurate balances and charges

Customer Service and Support

  • Serve as a point of contact for elevated situations involving students, parents, and staff regarding inquiries related to tuition, fees, billing, and payments
  • Review informal appeals and special situations that result in resolving billing issues and answer questions concerning tuition charges, financial holds, and account balances
  • Assist students in understanding payment plans and help them navigate available payment options
  • Provide leadership and direction for the redesign of all formal, automated, and on-demand communications from Student Accounts to students (including but not limited to Communication Management, Texting Services, and Bulk notifications)

Data Management and Reporting

  • Maintain accurate records of student financial transactions and ensure compliance with institutional policies and procedures
  • Generate periodic financial reports on student accounts, billing, and collections to the Vice President for Enrollment Management
  • Assist in audits of student accounts and help ensure proper documentation is maintained

Policy and Procedure Development

  • Assist in the development, implementation, and enforcement of policies and procedures related to student billing, payments, and collections to ensure alignment with current best practices
  • Work with other administrative offices (e.g., Financial Aid, Registrar) to ensure alignment of billing and student refunds with academic schedules and institutional policies

System Maintenance and Support

  • Ensure updates are tested on a monthly basis in the test environment of Colleague
  • Participate in training for staff on the use of billing and other software platforms
  • Implement system updates, as needed, to improve the efficiency of student account management

Additional Responsibilities

  • Provide backup support for all staff during peak times or as needed
  • Stay informed of industry trends, regulations, and best practices related to higher education finance and billing
  • Serve on relevant University committees

Education & Experience Requirements

  • Bachelor's degree in Accounting, Business Administration, Finance, or a related field
  • Minimum of 5 years of experience in a financial or administrative role, preferably in a higher education setting
  • Experience with financial software systems (preferably Colleague) and Microsoft Office Suite

Knowledge, Skills and Abilities

  • Strong analytical and problem-solving skills with attention to detail
  • Excellent customer service and communication skills, both written and verbal
  • Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
  • Strong knowledge of student account management, billing processes, and financial regulations within higher education
  • Ability to work collaboratively with a diverse group of students, parents, and staff
  • Familiarity with FERPA (Family Educational Rights and Privacy Act) and other relevant student privacy and financial regulations
  • Ability to handle confidential information with discretion

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

Other Important Information

Occasional evening or weekend work may be required during peak billing periods or for special projects.

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.

Find more details on our commitment to nondiscrimination.

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