Part-Time Business Office Coordinator

Hourly: $20 to $30 an hour based on skills / experience

St. Ambrose Academy is looking for an organized, personable, and conscientious Business Office Coordinator to serve as the front-line point of contact for accounts payable, reimbursements, and various billing processes. The Business Office Coordinator plays an important role in supporting students, families, and faculty by ensuring the school’s financial and administrative processes operate efficiently and professionally.

The ideal candidate is comfortable talking with people, navigating multiple software platforms, and maintaining confidential and accurate financial records while ensuring transactions are processed smoothly. This position is initially focused on Business Office coordination and transaction processing. Depending on the candidate’s experience and interest, there may be opportunities to assume additional responsibilities. This person will initially report to the Director of Finance, and eventually to a new Director of Operations.

• Accounts payable
  • Review credit card transactions for proper documentation and classification
  • Review and enter vendor invoices, prepare payments for Director of Finance approval
  • Process various reimbursement requests, verifying receipts, documentation and routing for approval
  • Communicate with faculty, staff, vendors, and service providers where needed to resolve any accounts payable issues
• Accounts receivable
  • Support enrollment-related financial processes; maintain tuition payment contracts in FACTS
  • Serve as the primary point of contact for families with questions about tuition payments, contracts, and payment account issues
  • Process incoming cash from student events
• Assist with general support as needed
  • Maintain confidentiality of family and financial information

St. Ambrose Academy is a 6–12 grade private Catholic classical academy located in Madison, Wisconsin with a rapidly growing student body and a vibrant Catholic community.

• Daily prayer, regular access to the Eucharist and Confession
• Emphasis on formation of the whole person
• Respectful students and supportive families

• The candidate must be a practicing Catholic, willing to make an Oath of Fidelity to the Magisterium, whose life of faith serves as an example to our students and families.
• Excellent interpersonal and communication skills
• High school diploma
• 1 to 3+ years of experience in an office, customer service, or administrative role involving financial transactions
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong attention to detail and accuracy when handling data and payments
• Ability to work independently while following established processes

• Post-secondary certification(s) or degree(s)
• Experience with or ability to quickly learn financial and administrative software platforms, including FACTS, , and Quick Books Online.
• Strong organizational and multitasking skills
• Bookkeeping or accounting background

• Collaborative, faith-filled, mission-driven work environment, in support of Catholic education
• Opportunity for growth within the organization

St. Ambrose Academy does not discriminate on the basis of race, color, national and ethnic origin in its hiring.