The Business Office & Billing Coordinator supports the daily operations of the Business Office, with primary responsibility for student billing, system administration, and operational coordination. This role also partners closely with the Director of Community Engagement and Director of Auxiliary Programs to support the planning and execution of school events by providing strong organizational, logistical, and administrative support.

Reporting to the Chief Financial and Operations Officer, this position requires exceptional attention to detail, comfort with financial data, and the ability to bring structure, organization, and consistent follow-through to multiple priorities in a fast-paced school environment.

Key Responsibilities

Tuition & Billing

• Manage tuition and auxiliary billing through Blackbaud, including invoicing, payment tracking, adjustments, and account maintenance
• Reconcile tuition, transportation, lunch, financial aid, and related accounts
• Bill families for programs, activities, and miscellaneous charges
• Respond to family billing inquiries in a timely and professional manner
• Monitor and follow up on delinquent balances
• Provide administrative and billing support for auxiliary programs, including account maintenance, payment tracking, reporting, and related system administration.
• Administer retiree medical billing and enrollment processes, including Blackbaud billing, payment tracking, rate updates, reporting, and coordination with external plan providers
• Provide responsive support to retirees regarding billing, enrollment, and plan-related inquiries while maintaining accurate and confidential records

Business Office Operations

• Oversee purchasing for the school, including tracking orders and expenses
• Assist with vendor setup and maintain tax-exempt documentation
• Support administrative workflows and day-to-day Business Office operations
• Contribute to special projects and cross-functional initiatives as needed

Event Coordination & Community Engagement Support

• Support the Director of Community Engagement with administrative aspects of school events and programs
• Maintain event documentation, including timelines, task lists, registrations, and communication materials
• Coordinate logistical information with vendors and internal stakeholders (e.g., contracts, forms, and scheduling details)
• Track event-related expenses, billing, and reconciliation in partnership with the Business Office
• Monitor deadlines and follow up with stakeholders to ensure completion of required administrative tasks

Qualifications

• 5+ years of experience in operations, administrative, or finance support roles
• Experience with Blackbaud (or similar system) strongly preferred
• Experience with CampBrain (or similar system) strongly preferred
• Strong Excel and data management skills
• Highly organized with exceptional attention to detail
• Ability to manage multiple priorities independently and bring structure to ambiguous processes
• Strong communication skills, particularly with families and staff
• Experience in an independent school or education setting is a plus 

About New Canaan Country School

New Canaan Country School is a co-ed, independent day school for students in Pre-K (ages 3 & 4) through Grade 9 living in Fairfield and Westchester Counties. Located in New Canaan, CT, and serving 570 students, our mission is to guide students to reach their intellectual, creative, moral, and physical potential. A talented and devoted faculty engages our students in developmentally appropriate ways, delivering a challenging curriculum that builds intellectual skills and fosters creative and critical thinking. We lead by example and challenge students to fulfill their potential, find their path, and follow their passions whether in the classroom, on the playing fields, on the stage, or serving the community.

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