Job Description

Mary McDowell Friends School (MMFS) invites applications for a full-time Tuition and Financial Assistance Specialist beginning immediately.

The Tuition and Financial Assistance Specialist is a key, full-time member of the Business Office, partnering closely with the CFO to oversee financial assistance and accounts receivable operations. This role is responsible for managing enrollment contracts, financial assistance applications, affidavits, and customized payment plans, ensuring accuracy, consistency, and a high level of service to families. As the primary point of contact for accounts receivable, the Specialist works collaboratively with the CFO to structure payment plans that balance family needs with the school’s cash flow requirements. In addition to day-to-day operations, the Specialist maintains the financial assistance platform, ensures timely follow-up with families regarding applications, and supports continuous process improvement. The ideal candidate is a proactive, detail-oriented problem solver who can translate financial data into actionable insights while upholding strict confidentiality and fostering trust within the school community.

Essential Responsibilities and Duties

Accounts Receivable

• Facilitate professional communication with parents regarding outstanding tuition balances, ensuring timely collections while maintaining positive community relationships.
• Partner with the CFO and Controller to design and implement customized payment plans tailored to needs and organizational policy.
• Lead Accounts Receivable meetings to provide comprehensive updates on balance statuses and the allocation of Connors funding for each school year.
• Manage the end-to-end preparation of assignment agreements and direct-pay addendum as directed by the CFO.
• Collaborate closely with the Controller and Senior Accountant to ensure all invoicing accurately reflects current payment plan agreements and financial adjustments.
• Prepare direct pay addendum as determined by the CFO and forward to parents.
• Prepare and transmit tuition affidavits to legal counsel, ensuring accuracy and adherence to strict deadlines.
• Work with CSE Coordinators to finalize affidavits for DOE hearings.

Financial Assistance Process

• Partner with the CFO to facilitate Financial Assistance Committee meetings by reviewing applications and synthesizing parents’ financial data into actionable insights.
• Serve as the primary record-keeper for all committee proceedings, ensuring minutes and decision logs are maintained with high confidentiality and precision.
• Oversee the creation and distribution of formal award letters and track the acceptance of financial assistance packages for parents.
• Serve as the primary point of contact for new and returning families navigating the financial assistance landscape, providing technical support for platform access and application submissions.
• Act as a critical liaison between the CFO and parent-case attorneys, monitoring and communicating the status of student cases against the Department of Education (DOE).
• Partner with Connors families to complete financial assistance applications and annual financial affidavit recertifications, ensuring accuracy, timeliness, and compliance.
• Collaborate cross-departmentally with Admissions to provide prospective families with transparent financial assistance information to help with a seamless onboarding experience.
• Maintain and audit the school’s financial assistance platform, ensuring institutional data is accurate and the portal is optimized for user experience.
• Support the Business Office in the administration of specialized financial assistance, including trip-specific assistance and auxiliary programs.

Enrollment Process

• Assist in the annual audit and revision of enrollment contracts, ensuring all terms and conditions are updated and legally sound prior to the re-enrollment launch.
• Oversee the collection and verification of all supplemental enrollment materials and linked documentation in the enrollment contract to ensure complete enrollment materials.
• Partner with the Registrar to transmit finalized enrollment materials, ensuring a seamless transition from contract execution to system implementation.

Fiscal Assignments

• Assist in the preparation of assigned work papers for the annual audit process.

Survey and Data Reporting

• Collect data and prepare submission for annual NYS BEDS reporting.
• Collect data and prepare submission for annual NAIS DASL reporting.
• Gather data and submit survey responses to various other surveys as assigned.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice and are at the discretion and direction of the CFO.

Diversity and Equity Commitments

• Understand and participate in all school-wide diversity and equity initiatives.
• Examine administrative practice through the lens of race, identity, equity, and privilege.
• Provide an equitable framework for leadership decisions.
• Support a school culture that allows for social identities to feel welcome.

Supervisory Responsibility

This position has no supervisory responsibilities.

Position Type/Expected Hours of Work

This is a full-time, exempt 12-month position that follows the academic calendar. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m. with a half-hour paid lunch. Evening and weekend work may be required as job duties demand, and will be scheduled in advance.

Travel

On occasion, travel between campuses is necessary for meetings, which are scheduled with advance notice and are within walking distance from each other.

Work Environment & Physical Demands

This position requires the ability to maintain the physical capacity required to navigate the school environment and to ensure the safety of the students. The ability to open filing cabinets and bend or stand for long periods of time, as necessary. This position occasionally ascends/descends stairs to reach different rooms in the building (one to five flights).

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Knowledge, Skills, and Abilities

• Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field.
• 3 - 5 plus years of experience in a business office, financial assistance office, or accounting department.
• Proficiency with Microsoft Office and G Suite applications.
• Ability to work cooperatively and collaboratively with all levels of employees, management, and external agencies to maximize performance, problem-solving, and achieve results.
• Strong data management skills.
• Exceptional interpersonal communication skills.
• Ability to uphold strict confidentiality regarding sensitive financial data.

Preferred Education and Experience

• A Certified Nonprofit Professional or coursework in Financial Assistance Administration would be a plus.
• Previous experience in an independent school (K-12) or higher education setting is highly preferred, with a focus on enrollment contracts and tuition management.
• Knowledge of Veracross School Information System, financial assistance software.

Application

To apply, please upload a letter of interest, resume, and contact information for three professional references as a .pdf (preferable) or Word document. If your background and experience are appropriate for the position, you will be contacted directly by a member of our search committee.

We offer a rewarding work experience in downtown Brooklyn, NY, where we encourage employees to bring their whole selves to work. We recognize, appreciate, celebrate, and honor our diverse community as we build an awareness of who each individual is and who we are collectively.

Applicants who enhance the diversity of the school's faculty and administration are strongly encouraged to apply. Please visit our website for more information on our school and a full list of vacancies

In compliance with NYC’s Pay Transparency Act, this position's annual base salary range is $82,000 - $95,000. Mary McDowell Friends School considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, essential skills, internal peer equity, and market and organizational considerations when extending an offer.

Equal Employment Opportunity

Employment at Mary McDowell Friends School is based solely on qualifications and competence for a particular position, without regard to race, color, ethnic origin, nationality, age, religion, sex, sexual orientation, veteran status, disability, familial status, or any other category protected by the law. Mary McDowell Friends School’s policy of non-discrimination extends to all employment practices, including but not limited to hiring, transfer, promotion, training, compensation, benefits, layoffs, and termination.