Student Accounts & Financial Aid Coordinator

Job Description

Job Description

Student Accounts & Financial Aid Coordinator

REPORTS TO: Head of Finance & Operations

EMPLOYMENT STATUS: Full-Time, onsite

TERM: Yearly Employment Agreement

BENEFITS: Full Benefits

About the Brooklyn Waldorf School (BWS)

The Brooklyn Waldorf School is a vibrant and dynamic school nestled in the heart of Bedford-Stuyvesant. The Brooklyn Waldorf School provides an education that meets the needs of each student in a developmentally appropriate manner, integrating critical thinking, emotional intelligence, and a deep connection to the arts through the curriculum founded by Rudolf Steiner. Through leading a balanced and well-rounded school life, students are expected to understand themselves as agents of change in an ever-evolving world.

Our faculty hails from all over the world and includes both seasoned Waldorf teachers and those new to Waldorf education. Serving over 160 students from pre-K to grade 8, teachers typically remain with a class through multiple grades, forming deep relationships over time. BWS teachers care for their students as whole individuals and provide not only for their academic development, but also for their emotional intelligence, artistic capacities, and physical knowledge of their surrounding environment. Teachers develop their own classroom content through active engagement with curricular resources prepared by our Faculty Council and reflect our local urban environment and community values.

The Brooklyn Waldorf School was founded in 2005 by a body of parents and Waldorf graduates who sought a nurturing space within the city where their children could discover and explore their inner potential. As the school community grew, classes expanded to include Parent-Child, Early Childhood, Elementary, and Middle School.

Job Summary

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.

Responsibilities

Accounts Receivable & Revenue Management

● 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.

Re-Enrollment & Enrollment Coordination

● 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 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.

Tuition Assistance Administration

● 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.

Financial Reporting & Compliance Support

● 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.

Fundraising & Development Finance Support

● 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 f undraising events, including cash receipts, credit card transactions, required licenses, and po st-event reconciliations.

General Accounting & Finance Support

● 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.

ADDITIONAL RESPONSIBILITIES

● 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.

Please Note: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change, i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments.

Brooklyn Waldorf School is committed to providing an inclusive and welcoming environment for its students, visitors, faculty, and staff, and to ensuring that educational and employment decisions are based on an individual’s abilities and qualifications. BWS does not discriminate on the basis of race, color, religion, creed, gender (which includes a person’s actual or perceived sex, as well as gender identity and expression), age, marital status, disability, national or ethnic origin, sexual orientation, familial status, predisposing genetic characteristics, actual or perceived domestic violence victim status, unemployment status, caregiver status or any other category protected by applicable federal, state or local law, in carrying on its educational activities or in the administration of its educational policies, admissions policies, employment policies, financial aid programs, and athletic and other school-administered programs. People of color and other historically underrepresented groups are encouraged to apply.

This position may require the ability to perform essential job functions, which can include, but are not limited to, standing, walking, sitting, lifting, bending, reaching, and using a computer or other instructional and office equipment. Specific physical requirements will be shared as applicable. Brooklyn Waldorf School is committed to complying with the Americans with Disabilities Act (ADA) and applicable state and local laws. Reasonable accommodations will be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position, unless doing so would cause undue hardship. Applicants who require accommodations during the application or hiring process are encouraged to contact the School.

Requirements

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.

● Experience with FACTS or another tuition management/student billing system preferred.

● Experience in an independent school, education, or nonprofit environment preferred.

● 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.

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