Accounts Receivable Manager

About Salem Academy and College

Salem Academy and College is the oldest continuously operating educational institution for girls and women in the country. Since 1772, the institution has engaged in transformational change to innovate women's education. Founded with the mission of making education accessible to all, Salem has a rich 254-year-old history and a long-standing track record of educating students who are prepared to make a bold impact locally, nationally and globally through liberal arts education. Our graduates are committed to making the world a better, healthier and more equitable place. Salem College is the nation's only liberal arts college exclusively dedicated to developing the next generation of health leaders.

Position Summary

The Accounts Receivable Manager is responsible for the complete student accounts receivable cycle for Salem Academy and College, including billing, payment plans, cash receipts, collections, third-party billing, account reconciliation, and student account customer service. Reporting to the Controller, this position serves as the institution's sole accounts receivable professional and owns the function end to end.

Because this is a single-incumbent function, the role combines hands-on daily transaction processing with responsibility for the design, documentation, and continuous improvement of accounts receivable policies, procedures, and internal controls. The Accounts Receivable Manager is the primary point of contact for students, families, and authorized payers on all matters relating to student account balances, and works closely with Financial Aid, the Registrar's Office, Enrollment, Student Life, and the Academy in support of a smooth registration and billing experience. The position requires a high degree of accuracy, discretion, and independent judgment, along with the ability to manage significant transaction volume against firm term deadlines.

Essential Duties and Responsibilities

The Accounts Receivable Manager will:

• Manage the complete accounts receivable cycle for the Academy and the College, including:
  • Student account billing and statement generation
  • Tuition, fee, room, board, and miscellaneous charge assessment
  • Payment posting, cash receipts, and daily deposit preparation
  • Payment plan administration
  • Refund processing
  • Collections and past due account follow-up
  • Account adjustments, write-offs, and account closeout
• Serve as the primary point of contact for students, families, and authorized payers regarding account balances, billing questions, payment options, and account resolution, providing clear, accurate, and empathetic service.
• Prepare and issue billing statements in accordance with the published billing calendar for each term and session, and monitor account status through registration, drop/add, and clearance deadlines.
• Administer institutional payment plans, including enrollment, monitoring, communication with participants, and follow-up on missed installments.
• Coordinate with the Office of Financial Aid to ensure that awards, disbursements, adjustments, and Return of Title IV calculations are accurately and timely reflected on student accounts.
• Coordinate with the Registrar's Office and Student Life regarding enrollment changes, withdrawals, leaves of absence, and housing and meal plan changes affecting student charges.
• Manage third-party and sponsored billing, including employers, government and military education benefits, 529 and prepaid tuition plans, foundations, and other outside payers, and follow up on outstanding sponsor balances.
• Reconcile the accounts receivable subsidiary ledger to the general ledger on a monthly basis and research and resolve reconciling items on a timely basis.
• Prepare and analyze:
  • Accounts receivable aging reports
  • Cash receipts and deposit reports
  • Collection activity and recovery reporting
  • Allowance for doubtful accounts recommendations
  • Bad debt write-off recommendations
• Administer the delinquent account process, including account holds, dunning notices, payment arrangements, referral to outside collection agencies, and reporting of recovery activity, in accordance with institutional policy and applicable law.
• Prepare and file annual 1098-T tuition statements and support related IRS reporting requirements.
• Support the annual external financial audit and Single Audit by preparing accounts receivable schedules, aging support, confirmations, and related documentation, and by responding to auditor requests.
• Maintain and optimize the accounts receivable and student billing modules of the institution's enterprise and student information systems, including setup of charge codes, billing rules, and payment plan parameters, and testing of system updates.
• Develop, document, and maintain accounts receivable policies, procedures, desk procedures, and internal controls, with particular attention to segregation of duties, cash handling safeguards, and cross-training within a single-incumbent function.
• Ensure compliance with:
  • Family Educational Rights and Privacy Act (FERPA) requirements
  • Title IV cash management and credit balance regulations
  • Payment Card Industry Data Security Standard (PCI DSS) requirements
  • IRS reporting requirements
  • Federal and state debt collection requirements
  • Institutional billing, refund, and collection policies
• Recommend and implement process improvements that increase automation, shorten billing and collection cycles, reduce error rates, and improve the student and family experience.
• Participate in registration, orientation, move-in, and other institutional events requiring student account support, and serve on institutional committees as assigned.
• Provide training and guidance to student workers and cross-trained staff supporting cashiering and student account functions.
• Perform other duties as assigned by the Controller.

Required Qualifications

• Minimum of three years of progressively responsible experience in accounts receivable, student accounts, billing, collections, or general accounting.
• Experience in higher education student accounts or a comparable high-volume billing environment preferred.
• Working knowledge of:
  • Accounts receivable accounting and reconciliation
  • Cash receipts and deposit controls
  • Collections practices and delinquent account management
  • General ledger and month-end close processes
  • Internal controls
• Demonstrated ability to manage a function independently, set priorities, and meet recurring deadlines with limited direct supervision.
• Experience with an enterprise resource planning or student information system, such as Jenzabar, Ellucian, Anthology, or Workday, preferred.
• Advanced proficiency with Microsoft Excel and comfort working with large data sets and reporting tools.
• Strong customer service orientation, including the ability to conduct sensitive financial conversations with students and families with clarity, patience, and discretion.
• Excellent written, verbal, and interpersonal communication skills.
• High level of integrity, professionalism, discretion, and commitment to confidentiality.

Knowledge, Skills, and Abilities

• Thorough knowledge of accounts receivable principles and of nonprofit and higher education billing and revenue recognition practices.
• Familiarity with FERPA, Title IV cash management requirements, 1098-T reporting, and PCI DSS obligations relating to student payments.
• Exceptional accuracy and attention to detail while managing high transaction volume during peak billing and registration cycles.
• Ability to explain charges, financial aid application, payment options, and account balances clearly to students, families, and colleagues who do not have a financial background.
• Ability to research and resolve account discrepancies and to reconcile detailed records to summary financial data.
• Ability to organize, prioritize, and manage multiple concurrent responsibilities in a fast-paced environment with firm deadlines.
• Ability to identify process improvements, document procedures, and strengthen internal controls within a single-incumbent function.
• Ability to build collaborative working relationships across the institution while providing exceptional customer service.
• Ability to exercise independent judgment while maintaining the highest standards of ethics, confidentiality, and stewardship of institutional resources.

Physical Functions

While performing the responsibilities of the Accounts Receivable Manager the employee is required to sit for varying lengths of time; bend, reach, lift, push, and pull up to 25 pounds; occasionally stand, walk, and kneel and regularly ascend/descend stairs; use hands and fingers to handle or feel and manipulate keys on a keyboard; perform extended periods of work at a computer workstation, view a computer monitor; perceive sounds at normal speaking levels with or without correction, and receive detailed information through oral communication; express and exchange ideas by means of spoken word; and work in an office setting.

Salem College is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, national origin, age, religion, disability status, sex, sexual orientation, gender identity, veteran status, pregnancy, or any other characteristic protected by law.

For questions, please contact Chris Burnley at [email protected]