Tuition Coordinator

Archdiocese of Detroit•Detroit, MI

5d•Onsite

About The Position

Holy Redeemer Catholic School is seeking an Admissions & Tuition Coordinator to manage all aspects of enrollment and tuition operations. This will include helping each grade reach enrollment capacity, guiding families through admissions and financial aid, and ensuring accurate tuition billing and financial recordkeeping. The Coordinator will report directly to the Principal and collaborate closely with the Mission Support Director (MSD), school secretary, and parish finance personnel. As tuition is the school’s primary revenue source, accuracy, timeliness, confidentiality, and professionalism are essential. Training and support will be provided as needed, but the individual must proactively seek assistance when required.

Requirements

Strong commitment to Catholic education and values.
High ethical standards: integrity, honesty, professionalism, and confidentiality.
Proficiency in FACTS, Google Workspace, Microsoft Office.
Excellent bilingual communication skills (Spanish & English).
Strong customer service mindset and interpersonal skills.
Ability to perform accurate mathematical and financial calculations.
Strong organizational skills with attention to detail and deadlines.
Ability to work independently, manage multiple priorities, and maintain calm under pressure.
Growth mindset and commitment to ongoing professional development.
Customer service experience, ideally in a school or nonprofit environment.
Experience with tuition management systems (FACTS preferred) or financial recordkeeping.

Responsibilities

Coordinate and manage all aspects of enrollment from inquiry to acceptance (PreK–8th Grade).
Recruit new families and represent the school at community events, open houses, and outreach activities.
Provide informative, welcoming school tours to prospective families.
Support kindergarten candidate screening and enrollment processes.
Communicate prospective student information to the Principal, including report cards, notes, and special circumstances.
Contact families regarding acceptance decisions and guide them through next steps.
Enter all new students into FACTS and assist families with uploading documents, contracts, and required forms.
Manage re-enrollment of current families and track participation.
Maintain classroom waitlists when a room reaches capacity (26 students).
Set up, manage, and maintain all tuition accounts in FACTS Tuition Management.
Enter tuition contracts, payment plans, scholarships, credits, and fees accurately.
Reconcile FACTS data with the general ledger and assist the Finance Office in monthly reconciliation.
Add credits and scholarships to family FACTS accounts according to approved award spreadsheets.
Provide timely, accurate financial reports to the Principal, MSD, and bookkeeper.
Assist with budgeting tuition assistance and helping establish future tuition rates (Jan–May).
Ensure updated tuition policies and contracts are prepared before scholarship applications open.
Serve as the primary point of contact for questions regarding tuition, billing, financial aid, or payment plans.
Maintain compassionate, confidential, pastoral communication reflecting Catholic values.
Assist families with FACTS navigation, financial aid applications, and understanding billing procedures.
Inform families of deadlines, account statuses, and documentation needs.
Direct tuition-related calls or messages from the main office to: [email protected].
Address financial concerns with professionalism; elevate sensitive cases to the Principal as needed.
Educate families on scholarship opportunities, affordability options, archdiocesan aid, and internal assistance.
Support families through the AOD scholarship process, ensuring timely and accurate submissions.
Assist in evaluating aid applications alongside the Principal, MSD, or parish finance committee.
Incorporate approved scholarship awards into FACTS accounts and notify families accordingly.
Maintain proper documentation of all aid applications, awards, and verification requirements.
Monitor overdue accounts; complete follow-up calls, reminders, and pastoral outreach.
Maintain documentation on collection steps taken, bringing 61+ day past-due cases to weekly Finance Team meetings.
Ensure compliance with Archdiocesan procedures (Policy B7.3): Coordinator may never handle tuition payments of any kind. Tuition payments must be collected only by the designated school secretary or the approved backup (Principal).
Maintain one sequential receipt book for tuition receipts.
Support enforcement of tuition policies, including restrictions when accounts become delinquent.
Maintain shared deposit spreadsheets in Google Sheets for the Principal, Pastor, MSD, and bookkeepers.
Attend weekly Finance Team meetings with: A/R Outstanding Balances Report, 31–60 day follow-up details, 61+ day delinquent account updates.
Track and maintain statistics related to admissions, re-enrollment, and tuition collections.
Keep an organized, consistent weekly schedule (19 hours).
Notify Principal in advance of changes.
Deposit non-tuition checks weekly (except year-end items handled with MSD coordination).
Maintain accurate, timely records of tuition, fees, discounts, credits, and financial data.
Keep administrative areas clean, organized, and secure.
Maintain strict confidentiality with all student, financial, and personnel information.
Attend trainings, meetings, and workshops as required.
Support positive relationships with families, staff, parish partners, and community organizations to assist in recruitment.