School Business Manager ECE K8

Novastar Kids Co; Centennial (CO); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Paid sick time

Childcare discounts

Retirement plan

Job summary

Novastar Kids Co. is seeking a School Business Manager to oversee daily financial, administrative, and operational functions for our K-8 and ECE programs.

This role includes tuition billing, accounts receivable, CCAP and UPK administration, and vendor coordination, while ensuring accurate records and regulatory compliance. The ideal candidate will have a bachelor's degree, 2+ years in education administration, and experience with Procare/Brightwheel or similar childcare software.

Qualifications

• Bachelor's degree preferred, Education Leadership or equivalent experience.
• Minimum 2 years of education administrative experience
• At least 2 years of experience in bookkeeping, business administration, office management, or a related field.
• Experience with CCAP/CCCAP or childcare subsidy programs strongly preferred.
• Experience with Procare, Brightwheel, or similar childcare management software preferred.
• Knowledge of accounts receivable, accounts payable, reconciliation, and financial recordkeeping.
• Proficiency with Microsoft Office, particularly Excel.
• Strong organizational, communication, and problem-solving skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Ability to work effectively with families, staff, vendors, and external agencies.
• Ability to maintain confidentiality and professionalism.
• Successful completion of required criminal background check and fingerprinting.

Responsibilities

• Manage tuition billing, accounts receivable, payment verification, and collections through Procare and Tuition Express.
• Process and reconcile daily financial transactions and maintain accurate financial records.
• Assist with accounts payable, check processing, invoice processing, and receipt documentation.
• Communicate with families regarding tuition payments, account balances, and payment arrangements.
• Conduct regular financial reconciliations and audits to support accuracy and compliance.
• Assist the accounting team with financial reporting and documentation.
• Process CCAP/CCCAP submissions, including manual claims and payment verification.
• Manage UPK program administration and attendance verification.
• Maintain accurate records and documentation for subsidy and assistance programs.
• Support Food Program compliance, including required meetings, enrollment verification, and documentation.
• Communicate with applicable government agencies regarding program requirements, submissions, and compliance.
• Support daily business operations, purchasing, and vendor management.
• Coordinate with cleaning, maintenance, repair, and other contracted service providers.
• Process and track vendor invoices and business-related documentation.
• Maintain asset inventories, insurance records, and other operational documents.
• Coordinate with licensing authorities, fire department personnel, and other external agencies as needed.
• Assist leadership with facility and operational needs.
• Support enrollment processes, including waiting lists, enrollment folders, and family information in Procare.
• Conduct facility tours and respond to prospective family inquiries by phone, email, and text.
• Maintain accurate student records, including immunizations, health appraisals, and required documentation.
• Support front desk operations and provide a welcoming experience for students, families, staff, and visitors.
• Assist teachers, students, and families with daily administrative needs.
• Maintain confidentiality of financial, student, family, and employee information.
• Perform other related duties as assigned.

Skills

Education administration

Bookkeeping

Vendor management

Communication

Organizational skills

Confidentiality

Bilingual English/Spanish

Education

Bachelor's degree in Education Leadership or equivalent

Tools

Procare

Brightwheel

Microsoft Excel

Job description

About Novastar Kids Co.

Novastar Kids Co. is an innovative school serving children from infancy through 8th grade. Our educational approach emphasizes STEAM, world languages, project-based learning, and whole-child development. We are committed to creating a supportive learning community where students, families, and educators thrive together.

Position Summary

The School Business Manager - ECE & K-8 supports the School Director and leadership team in the daily financial, administrative, and operational functions of Novastar Kids Co. This role is responsible for bookkeeping, tuition and accounts receivable, CCAP and UPK administration, vendor coordination, enrollment support, recordkeeping, and general office operations.

The Business Manager serves as an important point of contact for families, staff, vendors, and government agencies and helps ensure accurate financial records, timely program submissions, regulatory compliance, and efficient school operations.

Essential Responsibilities

Financial Management & Bookkeeping

• Manage tuition billing, accounts receivable, payment verification, and collections through Procare and Tuition Express.
• Process and reconcile daily financial transactions and maintain accurate financial records.
• Assist with accounts payable, check processing, invoice processing, and receipt documentation.
• Communicate with families regarding tuition payments, account balances, and payment arrangements.
• Conduct regular financial reconciliations and audits to support accuracy and compliance.
• Assist the accounting team with financial reporting and documentation.

CCAP, UPK & Program Administration

• Process CCAP/CCCAP submissions, including manual claims and payment verification.
• Manage UPK program administration and attendance verification.
• Maintain accurate records and documentation for subsidy and assistance programs.
• Support Food Program compliance, including required meetings, enrollment verification, and documentation.
• Communicate with applicable government agencies regarding program requirements, submissions, and compliance.

Business Operations & Vendor Management

• Support daily business operations, purchasing, and vendor management.
• Coordinate with cleaning, maintenance, repair, and other contracted service providers.
• Process and track vendor invoices and business-related documentation.
• Maintain asset inventories, insurance records, and other operational documents.
• Coordinate with licensing authorities, fire department personnel, and other external agencies as needed.
• Assist leadership with facility and operational needs.

Enrollment & Administrative Support

• Support enrollment processes, including waiting lists, enrollment folders, and family information in Procare.
• Conduct facility tours and respond to prospective family inquiries by phone, email, and text.
• Maintain accurate student records, including immunizations, health appraisals, and required documentation.
• Support front desk operations and provide a welcoming experience for students, families, staff, and visitors.
• Assist teachers, students, and families with daily administrative needs.
• Maintain confidentiality of financial, student, family, and employee information.
• Perform other related duties as assigned.

Qualifications

• Bachelor's degree preferred, Education Leadership or equivalent experience.
• Minimum 2 years of education administrative experience
• At least 2 years of experience in bookkeeping, business administration, office management, or a related field.
• Experience with CCAP/CCCAP or childcare subsidy programs strongly preferred.
• Experience with Procare, Brightwheel, or similar childcare management software preferred.
• Knowledge of accounts receivable, accounts payable, reconciliation, and financial recordkeeping.
• Proficiency with Microsoft Office, particularly Excel.
• Strong organizational, communication, and problem-solving skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Ability to work effectively with families, staff, vendors, and external agencies.
• Ability to maintain confidentiality and professionalism.
• Bilingual English/Spanish preferred.
• Positive attitude and commitment to supporting children, families, and early childhood education.
• Successful completion of required criminal background check and fingerprinting.

Eligible employees may receive:

• Medical, dental, and vision insurance
• Paid sick time
• Childcare discounts
• Retirement plan

Equal Employment Opportunity

Novastar Kids Co. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, Colorado, or local law.

This job description describes the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties may be modified to meet the needs of the school.