Tuition Coordinator

Enrollment, Recruitment, & Admissions

• 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).

Tuition Billing, Contracts & Financial Recordkeeping

• 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.

Parent Communication & Customer Service

• 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:
  Tuitionoffic
• Address financial concerns with professionalism; elevate sensitive cases to the Principal as needed.

Financial Aid & Scholarships

• 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.

Collections & Compliance

• 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…