Ave Maria Academy: School Business Manager and Family Support Coordinator

Job Title: School Business Manager and Family Support Coordinator
Location: Ave Maria Academy - Powell, Ohio (Diocese of Columbus)
Reports to: Principal
Status: Full-Time, Hourly
Position Summary
Ave Maria Academy, a new Catholic school opening in the Diocese of Columbus, seeks a warm, professional, highly organized and preferably Bilingual School Business Manager & Family Support Coordinator to serve as the primary point of contact for families. This role supports a welcoming front office, assists families with enrollment, tuition, and scholarships, and helps parents navigate common questions and needs with grace, clarity, and hospitality. The coordinator must be fluent in both English and Spanish and committed to representing the mission and culture of a joyful, Christ-centered school.
Key Responsibilities
Front Office & Reception
• Serve as the first point of contact for parents, visitors, and community members with a friendly, professional, and service-oriented demeanor.
• Manage incoming phone calls, emails, and inquiries in both English and Spanish.
• Provide clear information regarding school programs, procedures, and events.
• Maintain a well-organized, welcoming, and efficient front office environment.
Family Enrollment & Admissions Support
• Assist prospective families throughout the entire admissions process, including support with FACTS system, inquiries, tours, application support, documentation collection, and follow-up communication.
• Guide Spanish-speaking families with accurate translation and interpretation throughout enrollment.
• Maintain accurate and confidential student records in accordance with diocesan policies.
Tuition, Scholarships & Financial Assistance
• Support families in understanding tuition rates, payment plans, scholarship opportunities, and state-funded programs (e.g., EdChoice).
• Use the FACTS system
• Assist parents with completing applications and gathering required documents.
• Communicate financial deadlines, updates, and reminders with clarity and sensitivity.
• Collaborate with the business manager on tuition tracking and family support needs.
Parent Support & Problem-Solving
• Help parents navigate common school-related questions, concerns, and logistical needs.
• Provide translation and language support during parent meetings, school communications, and teacher-family interactions.
• Offer compassionate and solutions-focused guidance aligned with school policies and Catholic values.
Administrative Support
• Assist with attendance reporting, student records, forms, and general school communications.
• Support the principal and administrative team with scheduling, correspondence, and general clerical tasks.
• Help coordinate school events, parent meetings, and community gatherings as needed.
• Maintain regular attendance.
Qualifications
Required
• Fluent in English and Spanish (written and spoken).
• High school diploma or equivalent; additional education preferred.
• Strong interpersonal and communication skills with a warm, respectful presence.
• Experience in customer service, front office operations, or school administration.
• Proficiency with basic computer applications (Google Workspace, email, databases).
• Ability to maintain confidentiality and handle sensitive information.
• Strong organizational skills and ability to manage multiple tasks at once.
Preferred
• Practicing Catholic or someone who supports and is committed to the Catholic educational mission.
• Experience in a school environment, parish office, nonprofit, or similar setting.
• Familiarity with FACTS systems and scholarship programs.
• Knowledge of or willingness to learn basic admissions processes.
Personal Qualities
• Joyful, patient, and service-oriented
• Dependable, discreet, and professional
• Compassionate and culturally responsive
• Able to work independently and as part of a mission-driven team
Physical Demands
• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, vision and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the ability to lift, carry, push or pull light weights, up to 30 pounds.
Education and Experience
• Associate's Degree in Business Management or related field.
The Bilingual Front Office & Family Support Coordinator is a key ambassador of Ave Maria Academy. This person embodies the school's commitment to faithful Catholic identity, hospitality, and excellence while ensuring every family-English- and Spanish-speaking-feels welcomed, supported, and known.