Enrollment and Revenue Coordinator

Job Description

Job Description

Description:

Why Join Concordia Place?
Do you want to positively impact children's growth? Interested in teaching a fun and purposeful play-based curriculum? What about working with qualified teachers in beautiful indoor and outdoor play areas? If the answer is a resounding yes, then Concordia Place is right for you!

Founded in 1981, Concordia Place is a vibrant mission driven organization providing multigenerational programs including early learning, after-school, and teen leadership for Chicago communities. Our centers are located in the Avondale, Ravenswood, North Center and Old Irving Park neighborhoods, with plans to expand into Albany Park. While we are diverse, we are united by our mission to create involved communities where all our neighbors can gather, learn, and grow. Concordia believes everyone deserves opportunity, and that it is best served when it is broadly inclusive.

Our Guiding Principles

• Faith in Action
• A Place of Yes
• A Place for All
• A Place of One
• A Place of Excellence

Overview

The Enrollment and Revenue Coordinator supports enrollment and ensures accurate family and child records while overseeing tuition billing, childcare tuition subsidies, and revenue collection. This role serves families and program leaders by ensuring timely, accurate account setup, billing, payments, reporting, and follow-up across multiple systems, while helping strengthen parent relations through clear, responsive communication. This position reports to the Director of Accounting and Administration.

Responsibilities

Enrollment, Records, and Account Setup

Maintain accurate tuition and fee information for the program year in the billing system

• Enter, maintain, and audit children and family records across multiple database platforms to ensure complete and accurate files.
• Process enrollment, registration, bill data, classroom transitions, and program withdrawals.
• Assist site leadership with the annual re-enrollment process and follow up on missing or expired information.
• Ensure each account is assigned to the appropriate tuition category and that the proper tuition agreement is in place.
• Respond to new inquiries and conduct applicant and family surveys as needed.

Tuition Billing, Revenue, and Collections

• Maintain accurate tuition and fee schedules in billing systems.
• Invoice tuition and program fees and process all incoming payments and deposits ensuring accurate and timely recording.
• Manage third-party billing platforms to track parent payments.
• Monitor accounts to minimize outstanding accounts receivable, establish repayment terms as needed, and coordinate collections efforts with program leadership.
• Generate and distribute tuition invoices, statements, and receipts as needed.
• Calculate and process tuition credits for program withdrawals and identify uncollectable accounts for collections processing when necessary.
• Collaborate with program leadership to support financial aid coordination.

Manage Childcare Subsidy Program Enrollment and Payments

• Assist families and program leadership with childcare subsidy applications and renewals, including follow-up on status and parent eligibility.
• Maintain accurate co-pay information, subsidy authorizations, approval records, renewal dates, and related documentation for each child.
• Coordinate with program leadership to gather and submit payment vouchers, bill certificates to appropriate agencies, and apply subsidy payments to the correct accounts.
• Follow up on open childcare subsidy invoices and support program leadership with required records and forms for licensing and funding.

Customer Service Focus, Parent Relations, and Operations

• Answer questions about enrollment, billing, subsidies, invoices, and parent accounts with clear, precise, kind communication.
• Deliver excellent customer service by providing full explanations, anticipating questions, and following through to resolution.
• Manage challenging conversations with professionalism and composure and serve program leaders as internal customers.
• Help strengthen parent relations by coordinating with program leaders on parent initiatives and attending parent events as needed.
• Create and distribute weekly, month-end, and year-end reports; organize and maintain physical and electronic files; recommend process improvements; and perform other duties as assigned.

Experience and Skills

• 2+ years of experience in administration, finance, billing, or related operations; nonprofit experience preferred.
• High School diploma required; Associate’s degree preferred.
• Bilingual English/Spanish fluency required.
• Excellent verbal, written, and interpersonal communication skills with a strong customer service focus and follow-through.
• High attention to detail and accuracy, with the ability to manage a high-volume, fast-paced workload and balance multiple priorities.
• Self-directed, proactive, and able to use sound judgment and discretion while maintaining a positive, calm approach.
• High proficiency in Microsoft Office, including Word and Excel; experience with ProCare and Blackbaud Financial Edge is a plus.
• Experience with childcare subsidy programs such as Child Care Assistance Program and Action for Children is preferred.

Requirements

• Onsite work is required for regular paper filing, parent-facing visibility, and participation in events within and outside normal business hours.
• This job operates in a professional office environment and routinely uses standard office equipment. The role requires talking and hearing, extended sitting, computer and phone use, and may require lifting to 30 pounds.
• A commitment to the mission and guiding principles of Concordia Place.
• Comfort working for a faith-inspired organization; Concordia Place is a social service mission of Concordia Lutheran Church that serves everyone regardless of religious beliefs or affiliation.

Salary, Perks and Benefits

• Salary Range: $40,000 - $49,000 annually

Concordia Place offers a generous compensation and benefits package to employees. Here is an overview of the many perks of working at Concordia Place:

• 403b Retirement Savings Plan (with an Employer Match)
• Vacation Days
• Sick Days
• 1 week paid winter holiday
• 12 paid holidays per year
• Floating Holidays
• Employer paid Short Term Disability
• Employer paid Basic Life & ADD
• Medical insurance with employer contribution
• Voluntary Dental insurance
• Voluntary Vision insurance
• Voluntary Basic Life & ADD
• Voluntary Long-term disability insurance
• Voluntary Aflac plans
• Employer Paid Employee Assistance Program
• Employee Referral program
• Childcare tuition discount for employees
• Quarterly in-service days and professional development resources for teaching staff