Graduate Student Accounts Receivable & Office Support at MAINE COLLEGE OF ART & DESIGN

Portland, Maine, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Aug, 26

Salary

55000.0

Posted On

26 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Problem Solving, Accounts Receivable, Billing, Collections, Data Management, Reporting, Compliance, Collaboration, Attention to Detail, Time Management, Interpersonal Skills, Organizational Skills, Financial Transactions, Microsoft Excel, Student Information Systems

Industry

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 ____________________________________________________________________________ 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 Skills and Abilities: 1. Exceptional interpersonal and customer service skills, with the ability to communicate clearly, professionally, and empathetically about sensitive financial matters 2. Ability to manage and de-escalate challenging conversations while maintaining clear expectations regarding payment obligations 3. Strong understanding of accounts receivable processes, including billing cycles, account aging, and collections practices 4. Ability to interpret and apply policies related to billing, refunds, and compliance requirements 5. High level of accuracy and attention to detail, with the ability to audit and validate financial transactions 6. Ability to analyze account activity, identify discrepancies, and take corrective action independently 7. Strong organizational and time management skills, with the ability to manage multiple priorities in a deadline-driven environment 8. Strong computer proficiency, including Microsoft Excel (e.g., sorting, filtering, basic formulas), Word, and Google Workspace 9. Systems aptitude, with the ability to learn and effectively navigate multiple student and financial systems 10. Ability to maintain confidentiality and handle sensitive financial information with discretion and sound judgment 11. Ability to work both independently and collaboratively in a service-oriented environment 12. Demonstrated problem-solving skills and sound judgment in addressing student account concerns 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, staffing a public service desk; standing or sitting for extended periods; shelving and retrieving library materials; operating standard office and library equipment; and communicating effectively with patrons in person, by phone, and electronically. The work environment is primarily an on-site library setting with frequent interaction with students, faculty, staff, and community members. The role may require occasional lifting of library materials (generally up to 25 pounds), bending, reaching, and navigating library stacks. 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.

Responsibilities

The role involves managing billing, receivables, and collections processes for graduate and select non-degree programs, serving as a primary contact for students and families regarding financial inquiries. It also includes operational support within the Business Office, such as reporting and system updates.