Accounts and Communications Coordinator

Wayland School Community Programs (WSCP) Position:
Accounts and Communications Coordinator Job Goal

To support all WSCP programs by ensuring accurate and timely financial management, enrollment coordination, marketing communications, and operational readiness across program sites. This role ensures financial accuracy, strong family communication, and that each program site is fully prepared with proper documentation, staffing alignment, and logistical support.

• Associate’s degree required;
  Bachelor’s degree preferred.
• Proficiency in Microsoft Excel and Quick Books (or similar accounting software) required.
• Demonstrated experience using Google Workspace (Docs, Sheets, Forms), MUNIS, and other financial and program management software.
• Strong organizational, analytical, and record‑keeping skills.
• Exceptional attention to detail and ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Ability to manage multiple systems, deadlines, and cross‑departmental coordination.

• Collect, deposit, and reconcile all tuition and revenue for WSCP programs.
• Post accurate deposits to the MUNIS system in a timely manner.
• Create and manage family accounts in Quick Books and/or other WSCP financial systems.
• Generate and send annual invoices and quarterly tuition reminders.
• Adjust invoices based on schedule changes and update balances accordingly.
• Maintain accurate financial documentation and audit‑ready records.

• Develop and maintain projected annual budgets based on enrollment trends and anticipated revenue.
• Monitor revenue by site and program to ensure transparency and alignment with projections.
• Generate detailed financial and enrollment reports for the WSCP Director as requested.
• Identify discrepancies and proactively problem‑solve financial inconsistencies.

• Create and maintain annual registration portals and enrollment systems.
• Monitor and process registrations, lotteries, waitlists, and scholarship documentation.
• Maintain accurate student enrollment records across all WSCP programs.
• Support coordinators with real‑time enrollment and scheduling updates.

• Support marketing efforts for WSCP programs, including enrollment announcements, newsletters, flyers, and registration reminders.
• Communicate clearly and professionally with families regarding financial matters, enrollment updates, and program changes.
• Ensure website and registration platforms reflect current program information.
• Collaborate with the Director to maintain consistent messaging aligned with WSCP’s mission and educational philosophy.

• Ensure all program sites are fully prepared with accurate rosters, student documentation, medical and emergency information, staff lists, and operational materials prior to each session.
• Maintain organized databases including tuition records, student schedules, scholarships, and compliance documentation.
• Assist in coordinating administrative processes to ensure operational efficiency across all sites and programs.

• Provide responsive and professional support to families regarding financial and enrollment processes.
• Collaborate with coordinators and staff to ensure alignment with WSCP policies and procedures.
• Coordinate enrollment data, rosters, medical documentation, and activity group assignments to ensure smooth daily operations.
• Communicate and collaborate with external vendors and community partners to ensure alignment of logistics, schedules, and documentation requirements.
• Support tracking of summer program revenue, activity fees, and enrollment fluctuations.
• Assist in resolving family concerns promptly and professionally.
• Attend required meetings and training sessions.
• Assist with additional financial, communication, or operational projects as assigned by the Director.
• Maintain professionalism, punctuality, confidentiality, and dependable time management.

30 hours per week

$28.59 – $32.64 per hour based on qualifications and experience

• 10 Paid Holidays
• 13 Vacation Days
• 3 Personal Days
• 15 Sick Days
• Retirement
• Dental Insurance
• Health Insurance
• Vision Insurance