Business Office & Billing Coordinator

The Business Office & Billing Coordinator supports the daily operations of the Business Office, with primary responsibility for student billing, system administration, and operational coordination. This role also partners closely with the Director of Community Engagement and Director of Auxiliary Programs to support the planning and execution of school events by providing strong organizational, logistical, and administrative support.

Reporting to the Chief Financial and Operations Officer, this position requires exceptional attention to detail, comfort with financial data, and the ability to bring structure, organization, and consistent follow-through to multiple priorities in a fast-paced school environment.

Key Responsibilities

Tuition & Billing

• Manage tuition and auxiliary billing through Blackbaud, including invoicing, payment tracking, adjustments, and account maintenance
• Reconcile tuition, transportation, lunch, financial aid, and related accounts
• Bill families for programs, activities, and miscellaneous charges
• Respond to family billing inquiries in a timely and professional manner
• Monitor and follow up on delinquent balances
• Provide administrative and billing support for auxiliary programs, including account maintenance, payment tracking, reporting, and related system administration.
• Administer retiree medical billing and enrollment processes, including Blackbaud billing, payment tracking, rate updates, reporting, and coordination with external plan providers
• Provide responsive support to retirees regarding billing, enrollment, and plan-related inquiries while maintaining accurate and confidential records

Business Office Operations

• Oversee purchasing for the school, including tracking orders and expenses
• Assist with vendor setup and maintain tax-exempt documentation
• Support administrative workflows and day-to-day Business Office operations
• Contribute to special projects and cross-functional initiatives as needed 

Event Coordination & Community Engagement Support

• Support the Director of Community Engagement with administrative aspects of school events and programs
• Maintain event documentation, including timelines, task lists, registrations, and communication materials
• Coordinate logistical information with vendors and internal stakeholders (e.g., contracts, forms, and scheduling details)
• Track event-related expenses, billing, and reconciliation in partnership with the Business Office
• Monitor deadlines and follow up with stakeholders to ensure completion of required administrative tasks 

Qualifications

• 5+ years of experience in operations, administrative, or finance support roles
• Experience with Blackbaud (or similar system) strongly preferred
• Experience with CampBrain (or similar system) strongly preferred
• Strong Excel and data management skills
• Highly organized with exceptional attention to detail
• Ability to manage multiple priorities independently and bring structure to ambiguous processes
• Strong communication skills, particularly with families and staff
• Experience in an independent school or education setting is a plus