Employment

Summary:
Will provide accounting, customer service, and administrative support to the Accounting Department and the Admissions Department.

Responsibilities:
Responsibilities will include, but are not limited to, the following:

• Set up tuition agreements in our Student Information System (FACTS) and answer questions from families regarding the tuition payment process.
• Monitor FACTS to ensure tuition agreements are in place for all families and appropriate billing is taking place throughout the year.
• Provide phone and email support to families regarding tuition payments. Field calls from parents regarding tuition payments and use of the FACTS platform.
• Make initial contact with families when delinquencies occur in tuition payments.
• Regularly review status of tuition payments and delinquencies with the Director of  Business & Financial Operations.
• Assist families in requesting tuition assistance and provide guidance regarding documentation needed for the process.
• Process all monthly student billing through FACTS to include extended care, Homework Club, sports and clubs, missing lunch program, incomplete service hours, etc.
• Apply all credits/adjustments/assistance to family accounts in FACTS.
• Administer/apply staff/faculty tuition discounts to FACTS.
• Work with the Admissions Department to process all student withdrawals, ensuring all outstanding balances are paid prior to issuing any refunds/credits.
• Support the Admissions Department in registrar/record-keeping responsibilities, including managing student files and managing/providing data and physical records for enrollments and withdrawals.
• Assist the Admissions Director in conducting school tours for prospective families.
• Assist the Admissions Director in planning and deploying admissions-related events, such as occasional open houses and new family gatherings.
• All employees provide morning or afternoon support for traffic duties.
• Other duties as directed by the Director of Business and Financial Operations and the Admissions Director.
• Adhere to the policies and procedures of the Diocesan Employee Handbook.

Reports To: 
Director of Business and Financial Operations

Qualifications:
Preferred candidates should demonstrate the following minimum qualifications:

• BA/BS in Accounting preferred, but not required.
• 2+ years of hands-on experience in a billing/accounts receivable role.
• Experience with FACTS Management Platform helpful.
• Admissions/registrar experience helpful.
• Strong computer skills including proficiency with Microsoft Word/Excel and Google Mail/Calendar/Docs.
• Organized and detail oriented. Excellent record-keeping skills.
• Excellent customer service and problem-solving skills. Ability to react with professionalism and confidence when dealing with parents and internal customers.
• Excellent communication skills, both oral and written. Comfortable interacting with staff, parents, and students.
• Ability to maintain a high level of confidentiality.
• Able to work collaboratively with others.

Position Status:
Position is a 12-month, benefit-eligible, non-exempt/hourly position.

Work Hours:
Monday – Friday:  7:10 a.m. – 3:10 p.m. during the school year.
During the months of June - August, work hours may be adjusted to a reduced summer schedule.
Must be available for occasional admissions-related events that take place during the evenings or weekends.
 

Wage:
$30 per hour

Job Responsibilities:

• Coordinate/manage ongoing fundraising programs including the annual fund, annual giving week, capital campaigns, tuition assistance program, and alumni giving programs. Will include event planning, direct mail and email campaigns, and donor outreach in person and by phone.
• Contact local businesses and other potential donors for sponsorship of school events, especially the school’s annual golf tournament (Fall) and annual gala (Spring).
• Coordinate the Sr. Principal’s contacts/meetings with donors and potential donors.
• Coordinate donor and community relations events throughout the school year, including the annual Memorial Mass, Grandparents Day, Fun Run, and the Donor Recognition Reception.
• Provide support for PTO and community-building events, as needed, including providing assistance with event planning, helping with event logistics, and working at events.    
• Manage ongoing fundraising programs such as campus banners, reserved parking spaces, and the Business Directory.
• Manage memorial scholarship programs.
• Create content for the advancement newsletter and provide fundraising status for the school’s Annual Report.
• Update donor recognition signage around campus, as needed.
• Manage the donor database including maintenance, data input, data integrity, accuracy, and reporting. Maintain accurate records in the donor database.
• Develop reports and lists that are responsive to the needs of the various internal constituents.
• Manage logistics of direct mail campaigns.  
• Send gift acknowledgments to donors.  Generate campaign gift acknowledgment letters, receipts, and pledge billing reminders.
• Respond to requests for information from donors, volunteers and staff in a professional and timely fashion.
• Work with the Finance Department on the processing of gifts.
• Demonstrate professional conduct at all times. Adhere to the policies and procedures of the Diocesan Employee Handbook and the SJSC Faculty and Staff Handbook.
• Perform other duties as assigned.
• All faculty and staff members assist with daily traffic duties during student drop-off and/or pick-up times.

Qualifications:

•  Bachelor’s degree preferred.
• 2+ years of experience in fundraising and/or event planning. School experience preferred.
• A high degree of discretion when dealing with confidential/financial information.
• Strong computer skills including proficiency with Microsoft products and Google Mail/Calendar/Docs.
• Excellent verbal and written communication skills.
• Detail orientation with strong organizational and project management skills.
• Time management skills and the ability to multitask under pressure.
• Work with minimal supervision and direction while still being a part of a team.
• Demonstrate a customer-focused approach.

Position Status /Work Hours:

• 11-month position. No hours worked in July and no pay in July.
• Full-time position. Eligible for healthcare benefits.
• Hours are 7:10 a.m. – 3:10 p.m., Monday – Friday.
• Must be available to attend events that occur during weekday evenings or on weekends.

Rate of Pay: $35/hour

This position is an on-call Substitute Preschool Teacher and Substitute Preschool Teacher's Aide who can work varying hours, as needed, to fill in for staff members when they are absent from work. Greatest need is a Substitute who is flexible to work until 6:00 p.m. when needed. Requires 1-2 years of experience as a Preschool Teacher or Preschool Teacher's Aide. Also requires 12 units of early childhood education OR 6 early childhood education units, provided the candidate is continuously enrolled in at least 2 units per semester until fully qualified. Must be able to meet all other requirements of Community Care Licensing for employment in a Preschool.

Hourly rate: $20/hour