Accounts Receivable Manager

DescriptionAbout 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: