Hybrid Student Accounts & Agency Operations Specialist na University of Southern Maine

The University of Southern Maine’s Student Financial Services is seeking a Student Accounts & Agency Operations Specialist.  

Student Financial Services plays a vital role in supporting student success at the University of Southern Maine. By working in this area, you'll see firsthand the impact of your efforts—helping students access life-changing educational opportunities and celebrating their accomplishments.

The Student Accounts & Agency Operations Specialist is responsible for managing student billing and account-related services, including third-party and agency billing. This role ensures the timely and accurate processing of tuition and fee payments, billing statements, account adjustments, and financial communications with students, families, and external sponsors. The position provides high-quality customer service and supports students in understanding their financial obligations and available payment options.

Key responsibilities include:

• Process and post tuition, fees, housing, and other student-related charges.
• Assist students, families, and sponsors with account inquiries, payment plans, and billing questions via phone, email, and in person.
• Monitor student account balances and issue billing statements and past-due notices.
• Administer and maintain third-party and agency billing, including invoicing external sponsors, tracking payments, maintaining agreements, and reconciling accounts.
• Coordinate with third-party sponsors (e.g., government agencies, employers, military, or scholarship providers) to ensure timely receipt of payment and documentation.
• Manage student payment plans, refunds, and adjustments in compliance with institutional and regulatory policies.
• Identify, update and monitor student attributes for specialized tuition model.
• Collaborate with Financial Aid, Registrar, and other departments to ensure account accuracy and resolve discrepancies.
• Apply late fees, registration holds and assist with collections processes as needed.
• Maintain accurate student account records and ensure compliance with FERPA and institutional privacy standards.
• Assist with questions and access for 1098-T reporting.
• Provide back up for front counter duties as well as the general email and main phone. 
• Support system testing, training, and process improvement initiatives.
• Other duties as assigned.

This is a full-time position on the Portland campus with occasional nights and weekends, with a starting annual salary of $44,000 with benefits.

The University of Southern Maine offers highly competitive benefits for full-time and eligible part-time employees that includes (but is not limited to):

• 13 paid holidays plus earned vacation time and sick time.
• Health, dental and vision insurance.
• Low-cost short-term disability insurance and employer-paid long-term disability insurance.
• Employer-paid basic life insurance and supplemental life insurance.
• A tuition waiver program for employees and their spouse or dependent child(ren).
• A 403(b)-retirement plan with employer contribution.
• Free access to the METRO system, including the Husky Line with service between our Portland and Gorham campuses.

To learn more, please review the Benefits Information Summary.  

The University of Southern Maine is a vibrant academic community located in the greater Portland, Maine area, including campuses in Portland, Gorham, Lewiston, and online. USM is part of the University of Maine System and offers a comprehensive array of undergraduate and graduate programs, emphasizing hands-on learning, community engagement, and interdisciplinary collaboration. With a highly engaged student-centered learning environment, USM is a steward of higher education, helping drive the economic, cultural, and civic life in the communities where our campuses are located and beyond.  USM is committed to providing expanded access to high-quality education that elevates economic opportunity and contributes significantly to the vitality of a diverse society. To learn more about USM, visit About Our University. 

The University of Southern Maine fosters a welcoming and supportive campus environment that respects and appreciates varied perspectives, enhancing teaching, learning, personal growth, and overall institutional achievement.  We welcome applications from candidates of all backgrounds who share our dedication to academic excellence and the enrichment of our community.

We are dedicated to our Service Promise, Student Focused Every Day and seek a team member who embraces this commitment and upholds our core values of Respect & Care, Integrity, Equity, and Responsiveness. 

Required Qualifications:

• Associate degree in Accounting, Business, or related field (Bachelor’s preferred).
• 1–3 years of experience in student accounts, accounts receivable, or customer service.
• Strong customer service and communication skills as well as team player.
• Proficiency in Microsoft Office (Excel, Word, Outlook); 
• Ability to work independently, manage deadlines, and maintain attention to detail.
• Ability to handle sensitive information with confidentiality and professionalism.

How To Apply:

Click on the ‘Apply Now’ button below or visit our USM Careers Page and submit the following:

• Cover Letter
• Resume/Curriculum Vitae
• Finalist candidates will be asked to provide a list of the names and contact information for references.

For full consideration please submit all required materials by August 25, 2025.

We are not able to consider applicants who require Visa sponsorship support.

Appropriate background screening will be conducted for the successful candidate.

Clery Act:

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish, and distribute an Annual Security Report (ASR), and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University’s crime statistics for the past three calendar years; and disclosures regarding the University’s current campus security policies. View the University’s Annual Security Report (PDF). If you wish to have a paper copy of the ASR or need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact our Public Safety Office at 207.780.5211.

EEO Statement:

The University of Southern Maine is an EEO/AA employer and is committed to nondiscrimination. For inquiries regarding non-discrimination policies, please contact the Office of Equal Opportunity and Title IX Services, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207-581-1226.  TTY 711 (Maine Relay System)