Santa Clara of Assisi Catholic Academy is seeking a highly organized, detail-oriented, and service-minded Office Coordinator to support the daily operations of the school. This position plays an essential role in creating a welcoming environment for students, families, faculty, and visitors while assisting with bookkeeping, tuition management, enrollment, admissions, and administrative operations.
The ideal candidate enjoys working with people, is organized, maintains confidentiality, and is committed to supporting the mission of Catholic education.
-
Process accounts receivable and payable.
-
Maintain accurate financial records and vendor files.
-
Prepare invoices for lunch, after-school care, and fundraising activities.
-
Collect, record, and deposit school payments.
-
Assist with monthly financial reports and reconciliations as assigned.
-
Maintain organized financial files and supporting documentation.
-
Set up tuition agreements in FACTS.
-
Assist families with FACTS enrollment and tuition management.
-
Monitor tuition accounts and communicate professionally with families regarding outstanding balances.
-
Process student withdrawals and ensure all financial obligations are cleared.
-
Reconcile tuition records within FACTS with accounting records as assigned.
-
Assist families with financial aid applications and required documentation.
-
Manage financial aid notifications and maintain appropriate records.
-
Maintain employee PTO records.
-
Assist with payroll and benefits documentation as needed.
-
Provide administrative support to the Principal and assist with the daily operation of the school office.
-
Welcome students, families, visitors, and vendors in a professional and hospitable manner.
-
Answer and direct incoming phone calls.
-
Utilize the Raptor Visitor Management System for campus visitors.
-
Assist with enrollment, admissions paperwork, and student registration.
-
Maintain accurate and confidential student, family, and employee records in accordance with diocesan policies and applicable laws.
-
Ensure the proper organization, filing, retention, and safeguarding of school records and confidential documents.
-
Maintain cumulative student files, emergency information, and required documentation.
-
Coordinate attendance records and assist with student records requests.
-
Order and maintain office supplies.
-
Maintain contracts, warranties, and other important school records.
-
Provide front office coverage as needed.
-
Support school fundraising activities in accordance with diocesan policies.
-
Attend Finance Committee meetings as requested.
-
Establish and maintain positive relationships with students, families, faculty, parish staff, and vendors.
-
Assist with special projects and school events.
-
Perform other duties as assigned by the Principal.
-
Other duties as assigned.
-
Strong organizational, communication, and interpersonal skills.
-
Proficient in Microsoft Office applications.
-
Experience with QuickBooks, FACTS Tuition Management, or similar software preferred.
-
Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
-
Positive, collaborative, and service-oriented attitude.
-
Ability to prioritize multiple responsibilities and work independently.
-
Bilingual (English/Spanish) preferred.
-
High school diploma or equivalent required.
-
Associate degree or coursework in Accounting, Business Administration, Education, Office Administration, or a related field preferred.
-
Three to five years of experience in bookkeeping, school administration, accounting, office administration, or a related field preferred.
-
Occasional evening or weekend work may be required for school events.
-
Support the mission, philosophy, and policies of Santa Clara of Assisi Catholic Academy and the Diocese of Dallas.
-
Practicing Catholic preferred, but not required.
Ability to sit, stand, and walk throughout the school day; use standard office equipment; work at a computer for extended periods; and occasionally lift or carry up to 25 pounds.
This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas. The Diocese of Dallas reserves the right to modify this job description without notice. This job description is not a contract and does not alter the employee's at-will employment status.
