Student Billing and Scholarships Specialist

Job Description

Job DescriptionSalary: Negotiable

Job Summary:

The Student Billing and Scholarships Coordinator is responsible for managing comprehensive student billing functions, including tuition, fees, third-party payments, and book charges. This position oversees emergency aid disbursements, supports in-house scholarship processing, and serves at the School Certifying Official (SCO) for veterans using VA education benefits. The role requires strong attention to detail, effective communication, and a working knowledge of Empower, WizeHive, Enrollment Manager, and eCampus systems. The Student Billing and Scholarships Coordinator will meet academic and professional qualifications, will be dedicated to academic excellence and student-centered education, and will support the mission and objectives of Bay Mills Community College.

First consideration for this position will be given to employees of the Bay Mills Community College.

Essential Duties and Responsibilities:

Student Billing

• Generate and distribute accurate billing for tuition, bookstore charges, and other account items using Empower.
• Monitor student account balances and conduct proactive outreach via email, phone, and text regarding due dates, past due notices, and payment plan setup.
• Establish and manage payment plans; update student classification codes as needed.
• Process delinquent accounts for collections; maintain yearly write-off reports for bad debt accounts.
• Invoice for third-party sponsor and monitor payments.
• Process billing for third-party charges, ensuring that such awards are communicated to the Financial Aid office for posting.
• Review the receipt book daily and communicate with Financial Aid regarding any third-party or scholarship payments needing to be posted.
• Post book charges to student accounts by pulling weekly reports from eCampus to ensure timely and accurate processing.
• Place and lift business office and Moodle holds based on the status of student accounts.

Scholarships

• Pull scholarship application data from WizeHive, including GPA, attendance, and applicant information.
• Deliver applicant files to assigned readers for rubric scoring and evaluation.
• Collect results and report all rubric scores and recommendations to the Financial Aid Director for review and award decisions.
• Ensure timely and accurate tracking of scholarship recipients and billing coordination.

Emergency Aid Management

• Administer the Emergency Aid program using the BEAM portal.
• Review and process applications, ensuring completeness, and follow up with students regarding missing documentation.
• Contact third-party vendors as needed to collect required forms (e.g., W-9s) for emergency aid disbursement.
• Maintain organized records and work collaboratively with related departments to ensure prompt fund distribution

Veterans Certification

• Act as the SCO for veterans education benefits.
• Complete and maintain SCO training, using Enrollment Manager to certify enrollments accurately.
• Monitor enrollment changes, academic progress, and withdrawals of VA students, ensuring compliance with VA regulations.

General Duties

• Provide exceptional customer service to students, faculty, and staff in person, by phone, and electronically.
• Maintain confidentiality of student records and comply with FERPA and other relevant regulations.
• Cross-train within the Student Services division and provide backup support as necessary.
• Perform other duties as assigned and within the scope of the position.

Required Knowledge, Skills, and Abilities:

• Strong attention to detail and the ability to manage multiple priorities and tasks.
• Proficiency with Empower for student billing processes.
• Familiarity with the BEAM portal for emergency aid and Enrollment Manager for VA certifications.
• Ability to efficiently pull and interpret weekly reports from eCampus.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with a student-centered approach.
• Ability to work both independently and collaboratively across departments.
• Basic understanding of accounting practices and FERPA guidelines.

Education and Experience:

• Associates degree in Business, Accountings, or a related field required; Bachelors degree preferred.
• Minimum of two years of experience in an office or billing environment, preferably within higher education or student services.
• Experience with student information systems and billing software.
• Prior experience in administering aid programs or managing billing is a plus.
• Must be willing to complete the required School Certifying Official (SCO) training.

To Apply:

Before the deadline of August 28, 2025 at 4:00 p.m. (EST), any interested internal or external candidates should apply by uploading the following documents, here in BambooHR:

1. Letter of interest that addresses how the applicant meets the posted requirements
2. Resume or curriculum vitae.
3. Unofficial transcripts for all earned degrees (official transcripts required at time of offer)
4. Proof of tribal enrollment, if claiming preference.
5. A list of contact information and nature of professional relationship of at least three (3) professional references. Candidates may provide letters of reference if preferred.

The statementsabove are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required in said position.

In accordance with the Clery Act, Bay Mills Community Colleges Annual Security Report is available at the Receptionist's desk in the Administration Building or the Accounting Department upon request. This document provides critical safety information, such as emergency response and preparedness, crime prevention, crime reporting, and timely warnings. This report also includes crime statistics for the past three years.

It is the policy of BMCC to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, age, national origin, disability, military status, or any other characteristic protected by applicable federal or state law. However, BMCC Indian Preference in accordance with the spirit of the Indian Preference Act, PL 88-352-Sec. 707 (1) July 2, 1972, may grant first consideration for employment to Indians.