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 & Collections

Manage 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 Functions

Manage 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 periods.

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.