Associate Director-Student Accounts

Description

Reporting to the Director-Accounting, the Associate Director-Student Accounts is responsible for overseeing and performing key student accounts functions for the College, including student billing, payments, refunds, tax reporting, and accounts receivable reconciliation. This position ensures compliance with applicable federal and state regulations, including IRS and Texas Education Code requirements, and adherence to College policies and procedures. The Associate Director provides supervision and leadership to assigned student accounts staff while maintaining hands-on responsibility for complex and high-risk processes, including IRS Form 1098-T reporting, student charge and refund setup, payment plans, and billing reconciliations. This role works closely with Financial Aid, Registrar, Student Services, Accounting, IT, and other campus departments to support accurate billing and student success.

• Manage and perform student accounts operations, including billing, payments, refunds, third-party billing, drops, and accounts receivable activities
• Prepare, review, and submit annual IRS Form 1098-T reporting and respond to related student inquiries
• Configure and maintain student charge codes, refund definitions, payment plans, and related accounting mappings within the ERP system
• Ensure timely and accurate posting of tuition, fees, waivers, scholarships, and payments in compliance with College policies and regulations
• Monitor, reconcile, and resolve student accounts receivable balances, billing activity, and general ledger interfaces
• Maintain strong internal controls and ensure audit readiness for student accounts processes
• Supervise student accounts staff, including hiring, training, work assignment, performance evaluation, and professional development
• Review work performed by staff to ensure accuracy, compliance, and adherence to procedures
• Serve as the primary resource for student accounts policies, procedures, and training for campus departments
• Work collaboratively with Financial Aid, Registrar, Accounting, IT, and other campus offices to resolve billing and account issues
• Resolve complex or escalated student account issues, disputes, and adjustments
• Support Accounting with year-end close activities and the annual financial audit, including responding to auditor requests
• Assist with procedural updates, system testing, and continuous process improvements
• Perform other duties as assigned

Qualifications

Required Qualifications

• Bachelor's degree in Accounting, Business, Finance, or related field; equivalent combination of education and experience may be considered
• Minimum of four years of progressively responsible experience in accounts receivable or accounting
• Strong knowledge of accounts receivable processes, internal controls, and accounts receivable compliance requirements
• Experience with account reconciliations
• Excellent computer skills, including Word, Excel, and financial software
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to manage deadlines in a fast-paced environment
• Ability to supervise and mentor staff
• Must possess a valid Texas Driver's License, good driving record, and be insurable on Midland College's insurance policy

Preferred Qualifications

• Experience in higher education, governmental, or nonprofit accounting
• Experience preparing and administering IRS Form 1098-T reporting
• Previous supervisory experience
• Experience with Jenzabar or other higher education ERP systems

Physical Demands

• Must be able to lift or move up to 25 pounds
• Must be able to sit or stand for long periods of time
• Use of manual dexterity
• Repetitive use of a keyboard at a workstation
• Travel for training, meetings, and events both in and out of town may be required
• The person in this position frequently communicates with others verbally and electronically; must be able to exchange accurate information
• Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus