Position Details

Student Accounts Coordinator

Provides specific expertise regarding student account records, including billing services and financial aid functions within the Student Accounts Receivable Office (SAR). Plays a key role in ensuring that SAR is in compliance with all institutional financial policies, federal regulations (FERPA Title IV Funds etc), and that the aid disbursement on students tuition accounts is properly managed. Responsible for the integrity of financial records by resolving complex billing and financial aid issues, conferring with the Student Accounts Receivable Supervisor in the assessment of appeals and indepth analysis of reports to identify proactive measures needed to ensure the success of SAR. Leader by identifying methods to improve practices, processes and services from both a customer and institutional perspective.

Duties and responsibilities

Student Billing:

  • Apply semester charges for Tuition, Room and Board, and Fees.
  • Manage the accuracy of students housing charges and fees.
  • Assist A/R Supervisor with the upload and maintenance of resident and commuter meal plan to student receivables.
  • Manage the return of Marlin dollars to students and employees,
  • Manage the upload of meal plans to C-BORD.
  • Manage uploads and maintain student health insurance charges.
  • Assist Supervisor with the reconciliation of student health Insurance.
  • Working with Financial Aid Counselors and the Registrar team to resolve complex billing issues, financial aid eligibility, and program-specific requirements.
  • Notify students by email via the Touchnet billing processor of the availability of monthly bills.
  • Assist students with student account issues and other related questions utilizing the Ellucian Colleague system.
  • Provide analysis to determine charges and update students’ account accordingly.
  • Maintain and monitor TouchNet Payment Plan payments on students’ accounts.
  • Follow-up on Touchnet delinquent payments.
  • Ensure the accuracy of on-line and paper billing statements.

Other Billing:

  • Manage and process third party billing for Employer Tuition Deferral, Military Benefits, and Vocational Rehabilitation, external scholarships, sponsor billing etc.
  • Analyze reports to proactively identify financially at-risk students and work closely with Supervisor of Student Accounts Receivable in designing appropriate outreach measures.

Payment Plans:

  • Manage third party semester payment plans as well as in-house payment agreements.

Student Account Refunds:

  • Monitor disbursements of financial aid, payment plans and payments and process student refunds on a weekly basis.
  • Process timely refunds of Federal Title IV Funds.

Financial Aid Transfers:

  • Collaborate with the Financial Aid Office staff to successfully apply semester financial aid to student accounts.
  • Responsible for ensuring accuracy of financial aid information (i.e. Title IV funds, scholarships, loans, payments).
  • Responsible for working with Financial Aid Counselors and the Registrar team to resolve complex billing issues, financial aid eligibility, and program-specific requirements.
  • Verify Financial Aid reports accuracy.

Secondary Duties:

  • Provide backup to Cashier, Accounts Payable and Purchasing functions.
  • Assist the Student Accounts Supervisor with A/R collections and past due collections.
  • Set up payment arrangements with students with outstanding account balance issues
  • Responsible for correspondence to student/parents/third party if a payment is returned from the bank.
  • Work with Student Accounts Supervisor to transfer students to internal past due A/R accounts.
  • Other duties as assigned.


Problem Solving:

  • Skill in identifying the root cause of complex billing and financial aid issues.
  • Demonstrate creativity in devising solutions and resolving complex billing and financial aid issues.
  • Use resources appropriately to avoid and resolve potential issues.
  • Advanced analytical problem solving skills.
  • Ability to multi-task in a fast-paced and deadline driven environment.
  • Ability to clearly communicate with all units of the Student Accounts Receivable Office and the University community.
  • Ability to work independently and in a team environment.
  • Ability and willingness to listen and turn issues into actionable outcomes.
  • Computer knowledge and skills to utilize various programs and software for word-processing and spreadsheets (MS Office).
  • Must be flexible, a team-player, have cultural sensitivity, and demonstrate initiative.


  • Bachelor or equivalent.
  • A minimum of 2 years experience in student receivables and collections.
  • Knowledge of Microsoft Office, improving processes, problem solving, Ability to multitask.
  • Analytical, businesslike, versatile, resourceful, independent, innovative, motivational, ethical, organized and service orientate.
  • Ellucian Colleague, Touchnet Preferred
  • Higher Education Experience preferred


Interested candidates may apply by submitting a resume via email to: employment@vwu.edu.

About Virginia Wesleyan University

Virginia Wesleyan University is Coastal Virginia's premier university of the liberal arts and sciences. Situated on a 300-acre park-like campus in Virginia Beach, the University annually enrolls approximately 1,600 students in undergraduate, graduate, and online programs. Undergraduate degrees include a Bachelor of Arts, Bachelor of Science, and Bachelor of Social Work with 36 majors, 30 minors, and 12 pre-professional tracks. Graduate degrees include a Master of Business Administration and Master of Arts in Education. Students thrive in average class sizes of 14 and through the University's experiential learning, high-impact leadership, and career-development programs. An inclusive community dedicated to scholarship and service grounded in the liberal arts and sciences, Virginia Wesleyan University inspires students to build meaningful lives through engagement in Coastal Virginia's dynamic metropolitan region, the nation, and the world.


Virginia Wesleyan is a university with a coastal edge. Located in Virginia Beach, where the Atlantic Ocean meets the Chesapeake Bay, our region is proud of its vibrant city life, sandy beaches, and rich history. Learn more at visitvirginiabeach.com/explore.

Statement of Non-Discrimination

Virginia Wesleyan University is an Equal Opportunity Employer. Applicants are considered on the basis of skills, experience, and qualifications without regard to race, religion, color, creed, gender, national and ethnic origin, age, marital status, covered veteran status, sexual orientation, gender identity and expression, the presence of non-job-related medical disability, or any other legally protected status.