Position: ExCEL Account Manager
Location: Great Hearts Texas, Home Office in San Antonio, TX
Department: ExCEL Programs (Extra-Curricular, Co-Curricular, and Extended Learning Programs)
Reports to: Sr. Director of ExCEL Programs
FLSA: salary, non-exempt, benefits eligible
Position Summary
The ExCEL Account Manager will support Great Hearts Academies’ Extra-Curricular, Co-Curricular, and Extended Learning Programs by overseeing comprehensive account and billing operations across campuses. This role is responsible for managing enrollment‑related billing, recurring charges, late fees, account reconciliation, reporting, and customer service for families and internal stakeholders.
In addition to ensuring fiscal accuracy and compliance, the Account Manager provides operational support, training, and systems oversight to campus teams, contributes to process improvement, and supports seasonal and grant‑related program reporting. This position requires strong judgment, confidentiality, professionalism, and a commitment to delivering exceptional service in alignment with the mission and values of Great Hearts.
Roles and Responsibilities / Success Profile
The Co‑Curricular Account Manager will have roles and responsibilities aligned to the list below. This individual must possess:
Exceptional organization, time management, and follow‑through skills
Strong written and verbal communication skills
High attention to detail and accuracy in financial and enrollment data
Understanding of billing, enrollment, and fiscal operations within school programs
Ability to independently manage complex accounts and operational workflows
Ability to exercise strong judgment and discretion with sensitive and confidential information
Ability to provide outstanding customer service to families and internal stakeholders
A positive, respectful, and collaborative approach to teamwork and communication
Commitment to professionalism, continuous improvement, and mission alignment
Specific responsibilities include but are not limited to:
Account & Billing Management
Manage recurring billing processes for ExCEL programs
Process and track late fees, including updating internal trackers and verifying student data within PowerSchool and other systems
Maintain and manage customer accounts, including option changes, refunds, withdrawals, account suspensions, and discount support
Reconcile accounts and support collection of delinquent balances
Generate and distribute billing statements, receipts, and account documentation as requested
Customer Service & Communication
Serve as a primary point of contact for families regarding billing, enrollment, late fees, and account questions via email and phone
Clearly communicate program offerings, billing schedules, discount and financial aid policies
Collaborate with Campus Coordinators, Regional Managers, Directors, academy front‑office staff, and district operations staff to resolve account and enrollment issues
Reporting & Operational Support
Produce and maintain financial, enrollment, rostering, and post-grant reports for departmental and leadership review
Maintain spreadsheets and documentation related to enrollment changes and account activity
Systems, Tools & Process Improvement
Provide administrative support for Configio enrollment and billing system, including product testing
Support Square device administration and troubleshooting for campus point‑of‑sale transactions
Assist in reviewing and updating disclaimers, policies, SOPs, and late‑fee procedures
Organize and maintain shared folders and documentation repositories
Identify opportunities to improve systems, workflows, and operational efficiency
Training & Translation Support
Provide training support to program coordinators, program directors, and Front Desk staff on billing and account policies, late fee processes, and Square use
Assist with Spanish translation for parent‑facing communication and documentation as needed
Other duties as assigned
Qualifications, Competencies, and Strengths
Education and Experience:
Minimum of three years of experience in billing, accounting, enrollment, or account management roles required
Four or more years of recent bookkeeping or financial operations experience preferred
Bachelor’s degree preferred, but not required
Experience supporting K–12 or multi‑site educational programs preferred
Technical Skills:
Strong proficiency in Microsoft Office, particularly Excel and Outlook
Experience with Configio or similar enrollment and billing systems preferred
Familiarity with PowerSchool or other student information systems
Experience supporting point‑of‑sale platforms such as Square
Mission Alignment:
Interest in supporting educational programs through strong fiscal stewardship and family service
Commitment to collaboration, professionalism, and positive community culture
Clearance / Other Requirements:
Must complete Texas Department of Public Safety fingerprint clearance and background check
May require local travel to various academies within the market area
Physical functions include but are not limited to standing, sitting, repetitive hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to approximately 50 pounds
This description reflects management’s assignment of essential functions; it does not exclude or restrict the additional tasks that may be assigned.
Great Hearts Academies is an Equal Opportunity Employer.