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Program Logistics and Accounting Coordinator

Category: Elementary Education
School: Heritage Oak Private Education
Location: Yorba Linda, CA
Date Opened: Jun 16, 2022
Job ID: 13301

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Position Summary:   

The Program Logistics and Accounting Coordinator is responsible for organizing and administering all logistics, reporting, and accounting related activities of a vibrant campus and school summer camp programming, interface and utilizing our Cvent registration software as well as and the school’s accounting system.  In addition, this person will be responsible for the scheduling, transportation, and billing/payment of our extensive school event, extracurricular, and field trip programs. Work with the Academic and Admission Directors school year programs like the yearbook, Parent Assistance League, website updates, and other duties as assigned.    


Duties & Responsibilities: 

  • Responsible for the programming of the Cvent system to allow for registration to all school year events, specialty classes and summer camp.  
  • Responsible for the entry and billing of all the student data into the SCS/Netsuite accounting system as guided by the head of Accounting.   
  • Responsible for budgeting and gaining approval from leadership for all school year field trips including all overnight trips.  Includes arranging for transportation and ticketing if necessary.   
  • Maintain and update all summer camp attendance and tracking spreadsheets.  Assist Admissions with the weekly communication, camp tours, open house preparation, and the updating of online social media accounts.  
  • Responsible for all incoming summer camp calls, questions and lead follow-up.   
  • Support all efforts related to building summer camp enrollment including social media posts and development of marketing materials in conjunction with the Admissions Director on-campus assembly shirt orders along with any other items to support summer enrollment.  
  • Create all weekly data spreadsheets for comparing historic data and budget performance.   
  • Process all event/program changes, cancellation and refund requests.   
  • Create and manage the reporting system in Cvent for use for all applicable school events.   
  • Create a summer camp web portal in Cvent for staff to view all raw Cvent reports without needing login credentials.   
  • Completion of the Yearbook to include ad sales and distribution of the completed Yearbook to students.   
  • Book all summer camp field trips including transportation and admission costs.. 
  • Book all school and summer camp activities with outside vendors..   
  • Coordinate with accounting and the President to review all event budgets and provide a written evaluation on final cost/revenue results and to ensure proper payment to all accounts/vendors..  



  • Ability to assemble and create events and reports in the Cvent system along with creating reports. 
  • Excellent organization and  customer service skills. both external and internal   
  • Strong math/excel
  • Ability to work well with all levels of staff and management. skills 
  • Strong attention to financial detail and ability to work to a fixed budget. 
  • Ability to organize, host and execute an organized activity/event that meets the financial and cultural objectives of the school. 
  • Must be flexible and show initiative to operate within budget but exceed activity/event expectations, while meeting and exceeding event expectations.  
  • Excellent oral and written communication skills. 
  • General Bookkeeping and reconciliation
  • Attention to Detail 
  • Experience in event planning



BA or BS degree preferred 

2 years of experience in managing/coordinating events within a fixed budget 

Demonstrate initiative/creativity and resourcefulness  

Be proficient in Excel 

Knowledge of NetSuite a plus 

Knowledge of social media 


Physical Requirements: 

Position requires a high level of energy with the ability to move from a sitting to standing position frequently. Must be able to frequently bend, stoop, and perform extensive walking. Be able to move quickly from one place to another to ensure safety. Able to lift up to 30 pounds and is able to work indoors and outdoors, weekends and evenings.  


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