ACHS is committed to building an inclusive workplace that values people of all backgrounds and a wide range of skills and experience. Together, we strive to create and maintain a working environment where we can be our authentic selves and work together to impact change in the communities we serve through integrative health and wellness education and a focus on sustainability. We are a community of one, built by all.
American College of Healthcare Sciences (ACHS) has been providing excellence in holistic health distance education since 1978 and is accredited by the Distance Education Accrediting Commission (DEAC). ACHS specializes in accredited online graduate and undergraduate degrees, diplomas, certificates, and continuing education courses in integrative medicine fields including aromatherapy, herbal medicine, holistic nutrition, and more.
Our mission is to provide leadership in holistic health education through comprehensive professional online and on-campus education and high-quality natural products with a commitment to sustainable practices and principles.
ACHS is a Certified B Corporation™, devoted to excellence in education, sustainability, and ethical business practices. ACHS ranked #5 on Oregon Business Magazine’s Top Green Workplaces 2020 and is committed to helping communities thrive. For more information, visit www.achs.edu.
Student Accounts Specialist Overview
Are you ready to apply your accounting and support skills as part of a collaborative and innovative team engaged in student persistence and retention?
This position is responsible for processing and managing student payments including payments from a variety of private and federal funding sources, processing credit card and cash payments, daily deposits, financial reporting, past due balance outreach to students and customers, and other accounts payable and accounts receivable responsibilities. Responsible for communicating information about the College and its financial programs in an accurate, professional, and ethical manner at all times.
Successful candidates will: excel in a team environment where teamwork, positivity, and flexibility are valued; have a proven ability to think critically and seek innovative solutions; demonstrate the ability to leverage technology to multi-task; believe in the power of education and the benefits of integrative health and wellness.
The Work You’ll Do in this Role
Overall Business Office Tasks
Engage in student-facing position including answering calls for the Business Office throughout the day, email and written inquiries pertaining to student accounts within 24 hours with a high level of customer service and care for each student
Process and apply student payments from all funding sources received online, by mail, and by phone.
Manage 3rd party tuition assistance invoicing and payment follow-up with organizations such as GoArmyEd, WAWF, MyCAA, Voc Rehab, etc.
Perform daily credit card, cash, and check deposits and reconciliations to match account settlements, including all proper documentation
Accurately calculate and process account adjustments including student refunds, product replacements, and scholarships in compliance with state and accreditation requirements
Process and distribute credit balance disbursement checks
Process necessary credit adjustments to student accounts
Delinquent account tracking and maintenance. Perform timely collections duties to acquire delinquent funds
Weekly and Monthly Reporting of past due accounts and credit balances
Weekly audit of invoicing for correct coding
Development and implementation of Business Office processes in response to institutional changes or compliance requirements
Establish and audit student payment plans in merchant services portal and accounting system with 100% accuracy
Post Title IV refunds for students withdrawing after calculation by the Financial Aid Office
Maintain files and update student records appropriately and accurately – All student correspondence and activity must be documented in the institution’s CRM, accounting system, and/or student information if applicable. Note this requires the ability to navigate 2-3 database systems
Maintain familiarity with tuition, fees, and miscellaneous charges
Process all accounting for withdrawals in a timely manner to ensure compliance with all federal, state, accrediting agencies and college policies.
Assist with "End of the Month" accounts receivable reconciliations, reports, and Statement Processing/Mailing.
Responsible for “End of Month” accounts payable reconciliations including credit card and bank account reconciliations
Work effectively with Business Office staff who share similar responsibilities and may job share during peak processing periods
Perform other related duties and special projects as assigned.
Account Payable Tasks
Audit incoming accounts payable invoices and conduct outreach to vendors for updated pricing or additional information if needed
Enter vendor bills in the accounting system to generate payments
Weekly check runs for vendor bills: Generate a list of bills that are due; collect and review invoices and supporting documentation; follow up with institutional departments for additional information as needed; process all check payments for signature (Monthly check volume averages 200 checks)
Collect credit card receipts, enter charges to correct categories in the accounting system, and reconcile all institutional credit card accounts on a monthly basis.
Skills & Experience You Bring to ACHS
Some College in Accounting, Business Management or Finance, Bachelor's degree preferred
Strong leadership and communication skills, both oral and written, with a minimum of 2 years of finance and accounting experience preferable in an educational setting.
Proficient Macintosh computer skills including Excel, Word, and website. ACHS is an extremely tech-reliant institution and requires a high level of comfort and proficiency using a variety of online and software applications.
Ability to deal with highly confidential and sensitive information
Exemplary interpersonal/customer service skills and positive
This position has no supervisory responsibility.
This job can be completed remotely or in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role; position requires prolonged standing or sitting and may also include bending, stooping, or stretching. The position also requires prolonged use of a computer.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
ACHS is committed to equal opportunity and equal treatment for all qualified individuals. ACHS does not discriminate nor will it tolerate discrimination against any person because of age, gender, gender identity, color, race, national origin, religion, sex, sexual orientation, marital status, disability, veteran status, or any other class protected by law.
ACHS complies with Title IX of the Education Amendments of 1972, a federal law that prohibits sex discrimination in education, including but not limited to all forms of sexual harassment and sexual violence. Any person who files a complaint or participates in an investigation is protected from retaliation to the full extent of the law. Questions regarding Title IX may be referred to ACHS’s Title IX Coordinator and/or to the U.S. Department of Education’s Office for Civil Rights.
Reporting: This position reports to the Business Office Coordinator
Expected Hours of Work: Monday to Friday, 8:30-5:30 PST or similar schedule; additional or varying hours may be required during peak registration periods.
Telecommuting: This position is eligible for telecommuting.
Pay Grade: 2-A
Telecommuting is allowed.
About American College of Healthcare Sciences
American College of Healthcare Sciences (ACHS) has been educating industry-leading holistic health and wellness professionals since 1978. ACHS is a world-renowned, accredited, Certified B Corp®, fully online institute of higher education, offering undergraduate and graduate degrees, diplomas, certificates and micro-credentials in Aromatherapy, Herbal Medicine, Holistic Nutrition, Integrative Health and Wellness, and Sustainable Business. ACHS is accredited by the Distance Education Accrediting Commission (DEAC). DEAC is recognized by the U.S. Department of Education and by the Council for Higher Education Accreditation (CHEA)