Job Description
Job DescriptionStudent Accounts / Accounts Receivable
- Oversee end-to-end student account activity, ensuring all transactions are accurately recorded and reconciled. Maintain the integrity of the school’s external system, Blackbaud Tuition Management (BBTM), and reconcile BBTM activity to the general ledger. Transactions include tuition billing, incidental charges, school fees, cash receipts (both in-school and via BBTM), and financial aid applications. Partner directly with Blackbaud to resolve system-related issues.
- Lead accounts receivable collection efforts for student accounts, escalating matters to the Director of Financial Operations/Controller as needed.
- Partner with Admissions and the Registrar during enrollment season to ensure agreements are prepared, distributed, and processed accurately and on time. Serve as the primary point of contact for families throughout the enrollment process, with support from the Registrar and Director of Financial Operations/Controller as appropriate.
- Track enrollment activity in Excel to support finance team cash flow forecasting.
- Deliver responsive customer service to families and vendors regarding account inquiries, tuition payment plans, student debit accounts, and ancillary services.
- Manage student debit accounts and serve as the primary liaison with Odin, the school’s point-of-sale system provider.
Gifts / Auxiliary Revenue / Other Income
- Accurately record all revenue, including gifts and auxiliary income, ensuring proper classification (e.g., restrictions, deferrals) and maintaining organized records in line with institutional policies.
- Ensure compliance with applicable accounting guidance, including proper treatment of contributions versus exchange transactions.
- Prepare and post daily deposits (checks, ACH, wires, and online payments), ensuring proper documentation and adherence to internal controls. Reconcile activity to bank records and internal systems, investigating and resolving discrepancies as needed.
- Maintain detailed supporting schedules for gift and auxiliary revenue to ensure accurate financial reporting.
- Perform monthly reconciliations of gift and auxiliary revenue accounts in collaboration with Advancement and other departments; prepare journal entries and adjustments as necessary.
- Record and monitor donor pledges, including initial recognition, payments received, and outstanding balances; reconcile pledge activity to supporting documentation.
- Coordinate with Advancement to verify gift details and ensure accurate recording of donor-restricted funds.
- Execute restricted fund releases under the direction of the Director of Financial Operations/Controller, analyze interfund activity, and perform monthly restricted fund rollforwards.
- Support month-end and year-end close processes related to gift and auxiliary revenue.
Additional Responsibilities
- Perform daily cash management activities, including fund transfers, wire processing, and tracking/reporting of cash activity.
- Process, record, and reconcile miscellaneous revenue transactions, ensuring accurate general ledger classification, proper revenue recognition (including deferred revenue), and alignment with bank activity and supporting documentation.
- Complete monthly bank reconciliations for all accounts.
- Prepare year-end audit schedules and post adjusting entries for assigned accounts; support audit requests by providing documentation for deposits, reconciliations, and revenue activity.
- Track budgets for various organizational programs.
- Perform additional duties as assigned.
RequirementsQualifications
- Minimum of three years of accounting experience required; nonprofit experience preferred.
- Experience with Blackbaud Financial Edge NXT and/or Tuition Management systems is a plus.
- Prior collections experience within an educational setting is preferred.
- Advanced computer proficiency required, including strong expertise in Microsoft Excel and other software applications.
- Excellent organizational and time management skills.
- Demonstrated ability to handle confidential information with discretion.
- Professional, calm demeanor with the ability to effectively interact with diverse groups.
- Strong collaboration skills with a proactive, problem-solving approach.