Job DescriptionJob Description
Position Description: Graduate Student Accounts Receivable & Office Support
Department: Business Services
Reports to: Director of Business Services
Date: May 5, 2026
FLSA: Exempt
Status: Full Time
Months: 12
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Basic Function:
The Graduate Student Accounts Receivable & Office Support role is responsible for managing billing, receivables, and collections processes for graduate and select non-degree programs. This position serves as a primary point of contact for students and families regarding account balances, payment options, and billing inquiries, requiring strong customer service and problem-solving skills. This role supports the accuracy, timeliness, and compliance of student financial transactions while collaborating closely with Financial Aid, the Registrar, and other campus partners. The position also contributes to operational support within the Business Office, including reporting, system updates, and auxiliary services.
Responsibilities:
Accounts Receivable, Billing & CollectionsManage billing, accounts receivable, and collections processes for graduate and pre-college programs
Generate and maintain accurate billing for tuition, housing, meal plans, lab fees, and other student charges
Monitor student accounts and proactively communicate with students and families regarding balances and payment options
Process payments, refunds, and adjustments in compliance with federal regulations and institutional policies
Work with external collection agencies to place and manage past-due accounts, including tracking and documentation
Student Account Support & Customer Service
Serve as a primary point of contact for student account inquiries, providing clear, professional, and solution-oriented support
Assist with payment plans and third-party billing arrangements
Facilitate transcript requests and support related account clearance processes
Maintain a high level of responsiveness and professionalism in all communications
Systems, Data Management & Reporting
Maintain and update student account data across systems, including Jenzabar, Slate, and Transact Cashnet
Create receipts, journal entries, and miscellaneous transactions to ensure accurate financial records
Prepare accounts receivable reports, analysis, and audit schedules
Update departmental documents, forms, and rate sheets annually
Compliance & Cross-Functional Collaboration
Ensure strict adherence to federal, state, and institutional regulations, including Title IV and FERPA
Collaborate closely with Financial Aid and the Registrar to ensure accuracy of student financial records
Update student charges as needed throughout the semester (e.g., housing or enrollment changes)
Identify opportunities to improve and streamline A/R processes and workflows
Auxiliary & Office Support FunctionsManage meal plan administration in Blackboard for students and employees
Oversee the college merchandise store and pop-up retail operations
Process online merchandise orders, including fulfillment, shipping, and inventory tracking
Qualifications:
Bachelor’s degree in Accounting, Finance, Business Administration, or related field required; equivalent experience may be considered
Experience:
2–4 years of experience in accounts receivable, billing, collections, or general accounting required
Experience in a customer-facing financial role required, including handling sensitive conversations related to balances, payment plans, or past-due accounts
Experience working in a high-volume, deadline-driven environment with cyclical billing periods required
Experience processing payments, refunds, and account adjustments in accordance with institutional policies and applicable regulations preferred
Experience working with third-party payment plans, sponsorships, or external billing arrangements preferred
Experience in maintaining and reconciling accounts receivable subledgers preferred
Experience supporting audits or preparing documentation for financial reviews preferred
Experience in higher education or nonprofit environments preferred
Experience working with student information systems, billing platforms, or financial systems (e.g., Jenzabar, Cashnet, Blackboard, or similar systems) preferred
Familiarity with federal financial aid regulations (e.g., Title IV) and FERPA preferred
Other duties:
Please note that this job description is not intended to cover or list in full the activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Essential Functions & Work Environment
This position requires the ability to perform the essential functions of the job, with or without reasonable accommodation, in accordance with applicable federal and state law. Essential functions include, but are not limited to, managing student billing and accounts receivable processes; reviewing and entering financial and student account data with accuracy; communicating effectively with students, families, faculty, staff, and external partners in person, by phone, video conference, and electronically; responding to sensitive and time-sensitive financial inquiries; processing payments, refunds, adjustments, and related financial transactions; preparing reports and maintaining accurate documentation; and operating standard office and computer equipment and software systems.
The position requires prolonged periods of sitting and computer use, including repetitive hand and wrist movements associated with typing and data entry. The role also requires the ability to move throughout campus offices and occasionally transport office materials, packages, or merchandise items, generally weighing up to 25 pounds.
The work environment is primarily an on-site office setting with frequent interaction with students, families, faculty, staff, vendors, and community members. The position may involve managing multiple priorities and deadlines during high-volume operational periods, including billing cycles, registration, semester transitions, and audit preparation.
Equal Opportunity Statement: Maine College of Art & Design is committed to fostering a welcoming and respectful environment where all individuals have the opportunity to succeed based on their talents, qualifications, and achievements. We uphold the principles of fairness, merit, and equal opportunity in our academic and professional community.
Maine College of Art & Design complies with all applicable federal and state laws regarding non-discrimination and does not discriminate on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, age, physical or mental disability, ancestry, religion, genetic predisposition, familial status, receipt of a final protection order, veteran or military status, or any other characteristic protected by law. This commitment applies to all aspects of the College’s educational programs, admissions, employment, financial aid, and other institutionally administered programs.
All qualified individuals are encouraged to apply, and selection decisions are made based on individual merit and institutional needs.
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