Part-Time Business Office Coordinator

Ambroseacademy; Madison (WI); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Faith-filled work environment

Growth opportunities

Job summary

St. Ambrose Academy in Madison, Wisconsin invites applications for a Business Office Coordinator. This role serves as the front-line contact for accounts payable, reimbursements, and billing processes, ensuring financial records are accurate and transactions are processed smoothly.

The ideal candidate communicates well, can navigate multiple software platforms, and maintains confidentiality. Reporting initially to the Director of Finance, with potential to assume broader responsibilities as the

Qualifications

• Must be a practicing Catholic
• Excellent interpersonal and communication skills
• High school diploma
• 1 to 3+ years of office experience involving financial transactions
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong attention to detail and accuracy with data and payments
• Ability to work independently following established processes

Responsibilities

• Accounts payable: review transactions, vendor invoices, prepare payments, reimbursements, and resolve AP issues
• Accounts receivable: support tuition contracts in FACTS, handle payment questions, process cash from events
• General support: maintain confidentiality of family and financial information

Skills

Interpersonal communication

Customer service

Education

High school diploma

Tools

Microsoft Office

Excel

Word

Outlook

Job description

Hourly: $20 to $30 an hour based on skills / experience

Job Description

St. Ambrose Academy is looking for an organized, personable, and conscientious Business Office Coordinator to serve as the front-line point of contact for accounts payable, reimbursements, and various billing processes. The Business Office Coordinator plays an important role in supporting students, families, and faculty by ensuring the school’s financial and administrative processes operate efficiently and professionally.

The ideal candidate is comfortable talking with people, navigating multiple software platforms, and maintaining confidential and accurate financial records while ensuring transactions are processed smoothly. This position is initially focused on Business Office coordination and transaction processing. Depending on the candidate’s experience and interest, there may be opportunities to assume additional responsibilities. This person will initially report to the Director of Finance, and eventually to a new Director of Operations.

Responsibilities

• Accounts payable
  • Review credit card transactions for proper documentation and classification
  • Review and enter vendor invoices, prepare payments for Director of Finance approval
  • Process various reimbursement requests, verifying receipts, documentation and routing for approval
  • Communicate with faculty, staff, vendors, and service providers where needed to resolve any accounts payable issues
• Accounts receivable
  • Support enrollment-related financial processes; maintain tuition payment contracts in FACTS
  • Serve as the primary point of contact for families with questions about tuition payments, contracts, and payment account issues
  • Process incoming cash from student events
• Assist with general support as needed
  • Maintain confidentiality of family and financial information

St. Ambrose Academy is a 6–12 grade private Catholic classical academy located in Madison, Wisconsin with a rapidly growing student body and a vibrant Catholic community.

• Daily prayer, regular access to the Eucharist and Confession
• Emphasis on formation of the whole person
• Respectful students and supportive families

Required Qualifications

• The candidate must be a practicing Catholic, willing to make an Oath of Fidelity to the Magisterium, whose life of faith serves as an example to our students and families.
• Excellent interpersonal and communication skills
• High school diploma
• 1 to 3+ years of experience in an office, customer service, or administrative role involving financial transactions
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong attention to detail and accuracy when handling data and payments
• Ability to work independently while following established processes

Preferred Qualifications

• Post-secondary certification(s) or degree(s)
• Experience with or ability to quickly learn financial and administrative software platforms, including FACTS, BILL.com, and QuickBooks Online.
• Strong organizational and multitasking skills
• Bookkeeping or accounting background

What We Offer

• Collaborative, faith-filled, mission-driven work environment, in support of Catholic education
• Opportunity for growth within the organization

St. Ambrose Academy does not discriminate on the basis of race, color, national and ethnic origin in its hiring.