Student Accounts & Financial Aid Coordinator

Brooklyn Waldorf School • Brooklyn, NY

1d • Onsite

About The Position

The Student Accounts & Billing Manager manages the School’s tuition billing, accounts receivable, payment plans, re-enrollment billing, and financial aid administration. The role works closely with families, Enrolment, and the Business Office to ensure student accounts are accurate, payments are collected timely, and families receive clear and responsive support throughout the billing and financial aid processes. The Manager also maintains accurate revenue records and reconciliations and provides general accounting and reporting support to the Head of Finance & Operations.

Requirements

• At least 3 years of experience in accounts receivable, billing, student accounts, accounting, or a related finance role.
• Working knowledge of general ledger accounting, revenue recognition, account reconciliations, and financial reporting.
• Experience with QuickBooks Online and strong proficiency in Microsoft Excel and Google Workspace.
• Strong organizational skills with exceptional accuracy and attention to detail.
• Ability to manage multiple priorities, recurring deadlines, and competing demands in a fast-paced environment.
• Strong analytical and problem-solving skills, with the ability to research discrepancies and resolve issues independently.
• Excellent written, verbal, and interpersonal communication skills, including the ability to communicate professionally and sensitively with families regarding financial matters.
• Ability to exercise sound judgment, discretion, and confidentiality when handling student, family, employee, and financial information.
• Strong customer-service orientation and ability to build positive working relationships with families, colleagues, and School leadership.
• Ability to work independently while collaborating effectively as part of the Business Office team.

Nice To Haves

• Experience with FACTS or another tuition management/student billing system preferred.
• Experience in an independent school, education, or nonprofit environment preferred.

Responsibilities

• Manage the School’s accounts receivable process, including tuition, fees, and other revenue.
• Record revenue from all sources in the School’s general ledger.
• Reconcile revenue between QuickBooks Online and FACTS, researching and resolving discrepancies.
• Monitor outstanding tuition balances and work with families on approved payment arrangements in coordination with the Head of Finance and Operations.
• Prepare accounts receivable reports and identify significant collection or payment issues for review by the Head of Finance and Operations.
• Coordinate with the Enrollment Department the annual re-enrollment process for returning families in partnership with the Enrollment team.
• Develop with the Enrollment Department and Lead Faculty communicate re-enrollment timelines, requirements, and key deadlines to families.
• Collaborate with the Enrollment Department and Lead Faculty to provide families with information regarding the tuition assistance application process and related deadlines.
• Maintain accurate re-enrollment and auxiliary program records, including contract and enrollment status.
• Serve as the primary administrative contact for families regarding the tuition assistance process, timelines, and documentation requirements.
• Review application materials and financial information and prepare summaries for consideration by the Tuition Assistance Committee.
• Prepare and send written notifications regarding tuition assistance decisions.
• Coordinate the administrative process for tuition assistance appeals and updated awards.
• Maintain accurate and confidential tuition assistance records.
• Prepare schedules and supporting documentation for the annual audit and financial statement process.
• Compile financial and operational information needed to support preparation of the School’s IRS Form 990.
• Prepare financial data and supporting schedules for annual NYS BEDS reporting.
• Compile and prepare financial and operational data for NYSAIS, AWSNA, and other required School reporting.
• Maintain organized supporting documentation for audit, compliance, and reporting purposes.
• Record Annual Fund contributions and other fundraising revenue in the general ledger.
• Prepare and send donor acknowledgments and receipts.
• Track outstanding pledges and corporate matching gifts in coordination with the Development team.
• Prepare financial reports and summaries related to donor and fundraising activity.
• Provide financial processing support for fundraising events, including cash receipts, credit card transactions, required licenses, and post-event reconciliations.
• Prepare monthly bank reconciliations for review and approval by the Head of Finance & Operations.
• Manage petty cash activity and prepare monthly petty cash reconciliations.
• Provide backup support for Accounts Payable, as needed.
• Reconcile general ledger payroll accounts to quarterly federal payroll tax reports.
• Prepare rental agreements for outside organizations, as needed.
• Provide other routine accounting and financial support consistent with the responsibilities of the role.
• Support school-wide events, festivals, and community activities, including event setup and breakdown as assigned.
• Coordinate childcare arrangements for designated school evening events.
• With advance scheduling and approval, provide occasional support outside regular program hours for school events or activities related to the role.
• Support the planning and coordination of the School's Summer Camp Program for Summer 2027, including schedules, staffing, registration, family communications, space coordination, and required documentation.

Benefits

• Full-Time Faculty, yearly employment agreement
• Competitive salary, commensurate with experience, non-exempt
• Benefits include medical and dental health insurance coverage, retirement, flexible spending, and Metrocards (where applicable)
• Opportunities for professional development
• Reduced tuition for dependents
• Childcare during faculty meetings and parent-teacher conferences

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed