Student Accounts Officer

Department: Student Financial Services
This position is represented by the agreement between the Professional Staff Association and the University of Guelph

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com) 

General Purpose

The Student Accounts Officer is responsible for the administration and oversight of the University's student accounts receivable function, ensuring the accurate billing, collection, recording, reconciliation, and reporting of student account activity. This position plays a key role in managing complex billing and receivable processes, administering payment arrangements and collections, and supporting financial analysis, audit requirements, reconciliations, and tax reporting obligations.

The Student Accounts Officer is accountable for maintaining the integrity of student financial data and billing systems, supporting the accurate assessment of tuition and fees, and ensuring compliance with University policies and regulatory requirements. The role works closely with internal stakeholders, technical teams, external service providers, students, and families to support effective financial operations, exceptional customer service, and the stewardship of significant institutional revenue.

Duties & Responsibilities

• Administer and oversee student accounts receivable processes, including the billing, collection, recording, and reconciliation of tuition, fees, residence charges, meal plans, and related student account activity.
• Maintain student billing systems, fee tables, billing rules, and financial coding structures to ensure accurate fee assessment and revenue reporting.
• Coordinate and conduct testing of billing processes, system changes, and fee assessments to ensure accuracy and integrity prior to bill production.
• Manage service-based billing processes, such as meal plans and other student services, in collaboration with internal and external partners.
• Support annual tax reporting requirements, including the generation, validation, and amendment of tuition tax slips and related reporting.
• Monitor and administer accounts receivable and collections activities, ensuring timely resolution of outstanding balances and minimizing financial risk and bad debt related to student accounts.
• Review, assess, and manage complex or non-standard payment arrangements, including monitoring compliance and following up on missed or defaulted payments.
• Work directly with students experiencing financial difficulties to identify payment solutions and available financial supports.
• Coordinate delinquent account referrals to an external collection agency and reconcile related payments, invoices, and account activity.
• Analyze accounts receivable data and prepare reports, projections, and recommendations related to outstanding balances, bad debt allowances, and write-offs.
• Perform detailed account reviews and reconciliations to ensure the accuracy and completeness of student financial records.
• Manage key financial processes related to deposits, refunds, external scholarships, waivers, billing accommodations, penalties, sanctions, and account adjustments.
• Develop and produce reports to support decision-making, monitoring, and service delivery.
• Maintain and enhance procedures, documentation, and internal controls to support consistency, compliance, training, audit readiness, and continuous improvement.
• Provide subject matter expertise on student accounts procedures, systems, and policies day-to-day, and while participating in committees, projects, and process improvement initiatives.
• Respond to inquiries from students, families, faculty, and staff, providing accurate, policy-informed guidance on student account matters.
• Support targeted communications and outreach initiatives through the identification and analysis of student account populations using institutional reporting tools.

Requirements

• An undergraduate degree, accounting or finance major preferred. 3-6 years experience in business administration or equivalent professional experience considered.
• Progress toward or completion of a professional accounting designation (e.g., CPA), and/or relevant certifications in accounts receivable, credits or collections management are considered assets.
• Experience with Ellucian Colleague considered an asset.
• Experience in accounts receivable, credit management, and financial operations within a complex post-secondary environment.
• Strong knowledge of accounts receivable principles, financial controls, and general accounting practices including reconciliations and journal entries.
• Advanced analytical skills with the ability to interpret large volumes of complex student financial and system data.
• Strong technical proficiency with complex, integrated systems (e.g., student information systems, ERP platforms), including the ability to understand system logic, rule syntax, and data structures.
• Adaptability to evolving systems and processes, including integration of new tools and third-party solutions.
• Strong experience with Microsoft products (i.e. Excel, Outlook, Word), with advanced knowledge of Excel and strong analytical skills.
• Experience with collections processes and payment plan administration, including financial risk assessment and coordination with external collection agencies.
• Demonstrated ability to collaborate effectively with internal and external stakeholders in a cross-functional environment.
• Demonstrated ability to work independently and exercise sound judgment within established policies and procedures.
• Strong communication and interpersonal skills, with the ability to handle sensitive situations with tact and discretion.
• Strong organizational and time management skills.
• Knowledge of student financial aid programs, bursaries, and other funding sources.
• Ability to manage cyclical, high-volume workloads with accuracy under strict deadlines, including working additional hours as required (e.g., start of term and fiscal year-end).

Employee Type: Regular 
Position Number: 10443011

Classification: P&M FT- Band 03    
Professional/Managerial Salary Bands 
The target hiring salary for this position is minimum and up to 96% of midpoint for the salary grade.

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date:  11/04/2026  
Closing Date:  11/11/2026