Student Accounts Specialist

William & Mary · Mary · $45,000 (stated in the posting)

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Job Description Summary:

Job Description:

Required Qualifications:

• High school diploma or equivalent. 

• Experience providing excellent customer service in a professional office environment. 

• Experience processing financial transactions or performing accounting, bookkeeping, cashiering, or fiscal support functions. 

• Strong attention to detail with the ability to maintain accurate financial records. 

• Proficiency with Microsoft Office applications, particularly Excel and Word. 

• Ability to learn new software systems and business processes quickly. 

• Strong organizational, analytical, and problem-solving skills. 

• Excellent verbal and written communication skills. 

• Ability to manage multiple priorities in a fast-paced environment. 

• Ability to work independently while collaborating effectively within a team. 

• Demonstrated commitment to confidentiality and customer service. 
• Knowledge of student accounts and cashiering operations. 

• Strong customer service orientation. 

• Ability to interpret policies and procedures. 

• Ability to analyze account activity and resolve discrepancies. 

• Excellent attention to detail and accuracy. 

• Ability to maintain confidentiality of sensitive financial and student information. 

• Adaptability and willingness to learn new technology and processes. 

• Strong interpersonal skills with the ability to work effectively with a diverse campus community. 

Preferred Qualifications:

• Experience working in higher education. 

• Experience in a Bursar, Student Accounts, Financial Aid, or Accounts Receivable office. 

• Experience using Banner Student, Banner Finance, Workday Student, or another ERP system. 

• Knowledge of TouchNet or similar payment processing systems. 

• Knowledge of Commonwealth of Virginia financial policies and procedures. 

• Experience with student billing, third-party sponsorships, scholarships, military benefits, or tuition payment plans. 

• Associate's degree or coursework in accounting, business administration, finance, or a related field. 

Conditions of Employment:

• This position is restricted to a specific term.
• This position may require working outside of normal business hours, including evenings, weekends, and holidays.

Position Duration:

This is a temporary position established to provide operational support and maintain business continuity during the University's Workday Student implementation. The appointment is expected to continue through the implementation period (minimum 3 years), with the possibility of extension based on operational needs and funding.

Salary: 

Up to $45,000, commensurate with experience. For full consideration, apply by the review date of September 14, 2026. Position is open until filled. A cover letter and resume are required.

Job Duties:

25% - Student Account Operations:

• Process student account transactions accurately and in accordance with University policies.

• Assist with scholarship, waiver, sponsorship, and third-party payment processing.

• Review student accounts for accuracy and resolve routine account discrepancies.

• Support reconciliation of student account transactions between student records and financial records.

• Assist with daily operational tasks to ensure timely processing of student account activity.

• Maintain accurate electronic and physical records in accordance with University record retention policies.

25% - Customer Service:

• Serve as a primary point of contact for students, families, faculty, staff, and external organizations.

• Respond promptly to inquiries received by phone, email, and in person.

• Explain tuition and fee charges, payment options, refunds, financial holds, payment plans, and account balances.

• Assist students with questions regarding 1098-T tax forms, scholarships, refunds, and payment deadlines.

• Escalate complex issues to appropriate staff members when necessary.

• Maintain confidentiality of student information in compliance with FERPA and University policies.

15% - Scholarship and Third-Party Processing:

• Process outside scholarship payments and maintain supporting documentation.

• Prepare invoices for sponsoring agencies and third-party organizations.

• Monitor outstanding receivables and assist with collection efforts.

• Process military benefits, Virginia 529 plans, employer sponsorships, and other contract billing programs.

• Assist with reconciliation of scholarship and third-party payment activity.

10% - Payment Plans and Waivers:

• Assist with administration of tuition payment plans.

• Process employee tuition waivers, senior citizen waivers, and other approved exemptions.

• Verify eligibility and ensure compliance with Commonwealth of Virginia and University policies.

• Maintain supporting documentation for all waiver activity.

20% - Workday Implementation Support:

• Assist with validating student account information during the Workday implementation.

• Review legacy Banner data for completeness and accuracy.

• Participate in data cleanup and verification activities.

• Support testing activities by validating financial transactions and business processes.

• Document business processes and assist with updating procedures for the Workday environment.

• Identify and communicate process improvement opportunities.

• Provide operational support to ensure uninterrupted student services throughout the implementation.

5% - Other Duties:

• Participate in training sessions related to new systems and business processes.

• Assist other members of the Bursar's Office during peak processing periods.

• Perform additional duties as assigned to support departmental operations.

Additional Job Description:

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Position Restrictions:

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility. 

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