Tuition & Financial Aid Coordinator

Description

Tuition & Financial Aid Coordinator

STATUS:
Part-Time; Non-Exempt

START DATE:
October 1, 2026

HOURS:
Part-Time; 12-Month Position

Average hours per week:  20
Specific weekly hours and schedule to be determined and vary by time of year

Overview

Legacy Christian Academy (LCA) hires staff who care about the spiritual and academic growth of students, maintain high standards of excellence, and love Christ and live by biblical principles. LCA has a community of staff and faculty who join together regularly for prayer, Biblical Worldview training, celebrations, and staff development.

As an LCA employee, it is essential and foundational to understand, live out, and agree wholeheartedly with Legacy’s Statement of Faith, Social Stance, Core Values, and the Profile of a Legacy Employee.

The Tuition & Financial Aid Coordinator is responsible for the day-to-day administration of student tuition accounts, tuition collection, and LCA’s financial aid process. This position serves as the primary point of contact for families regarding tuition and financial aid and works closely with the Head of School and Business Office to ensure accurate records, timely collections, appropriate administration of financial aid, and excellent service to LCA families.

The Coordinator handles sensitive financial matters with a high degree of confidentiality, accuracy, compassion, and professionalism while supporting the school’s commitment to responsible financial stewardship.

Job Requirements & Qualifications

Spiritual Qualities

• Possess a strong Christian faith with a solid knowledge of the Bible, a growing personal relationship with Jesus Christ, and demonstrated character and integrity. 
• Believe in and actively support the school’s Statement of Faith and Guiding Principles. 
• Demonstrate Christ-centered compassion, wisdom, and professionalism when interacting with students, parents, employees, and the LCA community. 

Tuition Administration

• Coordinate the day-to-day administration of student tuition accounts. 
• Ensure tuition charges, payments, credits, discounts, and approved adjustments are accurately recorded. 
• Coordinates annual  enrollment/re-enrollment in FACTS. Enters new students and tuition payment plans and rolls over current students from one school year to the next.
• Monitor tuition accounts and outstanding balances and proactively communicate with families regarding past-due accounts. 
• Serve as the primary point of contact for families regarding tuition balances, payment schedules, and account questions. 
• Work compassionately and professionally with families experiencing payment concerns or financial difficulties. 
• Coordinate payment arrangements with families as approved by the Financial Aid Committee. 
• Escalate significant past-due balances, unusual circumstances, or requested exceptions to the Head of School. 
• Maintain accurate and confidential tuition records. 
• Assist with tuition account reconciliation and research discrepancies as needed. 
• Assist with year-end account reconciliation and preparation of tuition accounts for the upcoming school year. 
• Prepare tuition-related reports and account information for the Head of School as requested. 

Financial Aid Administration

• Coordinate LCA’s annual financial aid process, including application review, documentation, family communication, award tracking, and account updates. 
• Serve as the primary point of contact for families regarding financial aid applications, required documentation, timelines, and general questions. 
• Review financial aid applications and supporting documentation for completeness. 
• Follow up with families regarding missing or incomplete financial aid information. 
• Work with the appropriate school leadership in reviewing financial aid recommendations. 
• Communicate approved financial aid awards and applicable requirements to families. 
• Ensure approved financial aid awards are accurately reflected on student tuition accounts. 
• Track financial aid awards against the approved financial aid budget and provide regular updates to the Head of School. 
• Maintain accurate and confidential financial aid records and documentation. 
• Assist with evaluating and improving financial aid processes, procedures, and family communications to promote consistency, confidentiality, and good stewardship of school resources. 
• Final financial aid decisions and exceptions remain with designated school leadership. 

Family Service & Communication

• Provide excellent customer service to current and prospective LCA families regarding tuition and financial aid. 
• Communicate sensitive financial information with compassion, professionalism, discretion, and confidentiality. 
• Clearly explain tuition policies, payment expectations, deadlines, and financial aid processes to families. 
• Partner with Admissions, Finance, and other departments to help ensure a smooth enrollment and tuition experience for families. 
• Maintain consistent and timely communication with families regarding outstanding balances and required financial aid information. 
• Escalate complex, sensitive, or unusual financial situations to the Head of School as appropriate. 
• Balance excellent family service with the consistent application of LCA’s financial policies and procedures. 

Financial & Administrative Support

• Assist with the reconciliation of tuition receivables and payments. 
• Maintain accurate student account information and documentation within FACTS and other applicable systems. 
• Assist with reconciling tuition activity with the school’s financial records. 
• Assist with tuition and financial aid reporting and analysis as requested. 
• Maintain organized electronic and/or physical records in accordance with school record-retention and confidentiality requirements. 
• Identify opportunities to improve tuition and financial aid processes, procedures, efficiencies, and family communication. 
• Develop and maintain written procedures related to tuition and financial aid responsibilities. 
• Provide additional Business Office support as needed and as time permits. 

Education and Experience

• Associate or bachelor’s degree in accounting, finance, business administration, or a related field preferred. 
• Previous experience in accounts receivable, tuition administration, financial aid, accounting, bookkeeping, or a related financial role preferred. 
• Experience working in a school, nonprofit organization, or customer-facing financial role preferred. 
• Experience with FACTS or similar tuition management software preferred. 

Skills and Abilities

• Strong attention to detail and a commitment to accuracy. 
• Excellent organizational, time-management, and follow-through skills. 
• Ability to manage multiple deadlines and priorities independently. 
• Strong interpersonal skills with the ability to navigate sensitive financial conversations professionally and compassionately. 
• Ability to appropriately handle highly confidential and sensitive financial information. 
• Strong problem-solving skills and sound judgment, including knowing when an issue should be escalated to the Director of Finance. 
• Working knowledge of accounting and financial processes, particularly accounts receivable and account reconciliation. 
• Proficiency with Microsoft Excel, Google applications, and financial software. 
• Experience with FACTS and QuickBooks preferred. 
• Ability to learn new systems and processes quickly. 
• Strong written and verbal communication skills. 
• Ability to work collaboratively with Finance, Admissions, school leadership, and other departments. 
• Ability to provide a high level of service to families while appropriately and consistently applying LCA financial policies. 
• Ability to plan, establish priorities, and complete work accurately with minimal direction. 

Working Conditions and Physical Requirements

• Primarily indoor office environment. 
• Hearing and speaking to exchange information in person and by telephone. 
• Seeing to read and verify the accuracy of financial information. 
• Sitting and working at a computer for extended periods. 
• Standing and walking as required throughout the workday. 
• Dexterity of hands and fingers to operate a computer and other office equipment. 
• Ability to navigate up to three flights of stairs. 
• Ability to occasionally lift up to 20 pounds. 

This job description lists the major duties and requirements of the position and is not all-inclusive. Employees may be expected to perform job-related duties other than those contained in this document.