Back Office Coordinator Withdrawals & Refund Processing

Job Title: Back Office Coordinator Withdrawals, and Refund Processing

Job Summary:

The Back Office Coordinator will manage and streamline the processes related to student withdrawals, issuance of transfer certificates (TCs), and coordination with the finance team for refund processing. This role involves guiding parents through the withdrawal process and ensuring all administrative and financial aspects are handled with efficiency and accuracy.

Key Responsibilities:

1. Student Withdrawals:

• Guide parents through the withdrawal process, explaining requirements, and assisting with necessary documentation.
• Update student records in the database upon withdrawal and inform relevant departments (e.g., academics, IT).
• Ensure a seamless and empathetic experience for parents during the withdrawal process.

2. Transfer Certificates (TCs):

• Process and issue transfer certificates in a timely manner, ensuring accuracy and compliance with regulatory standards.
• Coordinate with the academic and administrative teams to gather necessary data, such as attendance, grades,and conduct reports.

3. Refund Processing:

• Liaise with the finance team to verify and process refund requests for withdrawn students.
• Ensure all necessary approvals are obtained before initiating refunds and that records are maintained for audit purposes.
• Provide timely updates to parents regarding the status of their refund applications.

4. Parent Communication and Coordination:

• Serve as the primary point of contact for parents regarding admissions, withdrawals, TCs, and refunds.
• Address queries and concerns professionally, maintaining transparency throughout the process.
• Proactively provide guidance and ensure parents understand the schools policies and procedures.

5. Documentation and Reporting:

• Maintain comprehensive and accurate records of admissions, withdrawals, TCs, and refunds.
• Prepare and submit periodic reports to management on student turnover and refund trends.
• Ensure proper filing of all documentation for easy retrieval and audit compliance.

6. Policy Compliance and Improvements:

• Stay updated on school policies and educational board regulations to ensure all processes adhere to the required standards.
• Identify areas for process improvement and recommend changes to enhance efficiency and parent satisfaction.

Key Skills and Qualifications:

• Bachelors degree in Administration, Business, or a related field.
• 8-10 years of experience in school administration or similar back-office roles.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in school management software and Microsoft Office tools.
• Knowledge of educational regulations and refund policies is a plus.
• Attention to detail and the ability to handle sensitive information discreetly.

Work Environment:

• Office-based role in Shared Service team
• Regular interaction with parents, finance, and academic teams.