Enrollment Assistant

About Qalam

Qalam is an Islamic educational institute committed to nurturing faith, character, and personal growth through learning rooted in our sacred tradition. We believe that deepening one’s understanding of Islam should lead to becoming a better person. Our mission is to inspire growth through nurturing education built on a sacred foundation.

Our Culture

Prophetic Character
At Qalam, our culture is deeply rooted in Prophetic character. We view education as a transformative endeavor—one that shapes not only minds, but hearts. Our team strives for excellence in all that we do, guided by the belief that our collective efforts can positively impact learners and the communities we serve.

Work Ethic
We believe that when dedicated people work together, they can achieve great things. Team members are encouraged to approach their responsibilities with diligence, passion, and a commitment to delivering high-quality outcomes.

Respect
Our faith teaches us the inherent dignity of every human being. At Qalam, respect is reflected through open communication, active listening, and genuine appreciation for one another’s time and effort. We foster a collaborative, communicative, and responsive work environment where every team member feels valued.

Integrity
We value transparency and integrity in all aspects of our work. Team members are encouraged to communicate openly and share feedback constructively. This commitment to honesty and accountability builds trust and strengthens our team.

About the role

We are seeking a detail-oriented and organized individual to join our team as an Enrollment Assistant. In this role, you will focus primarily on Bursar functions: student billing, scholarships, and zakat stipend management. As a part of the enrollment team, you will occasionally assist with other registrar, admissions, and recruitment tasks, especially in seasons when bursar functions are light. Responding to and resolving email inquiries from students in a timely manner is also an ongoing part of the role.

What you'll do

Billing Management

• Take full ownership of all aspects of administering student accounts: collecting deposits, creating and adjusting invoices, applying and adjusting scholarships, discounts, and work-study arrangements, setting up, adjusting, and pausing, payment plans, verifying payment methods, initiating refunds, etc.
• Maintain and update current policy documents on tuition, refunds, scholarships, etc.
• Respond to and resolve student inquiries in a timely manner.

Tuition Collection

• Follow-up with 3rd party sponsors such as masājid to collect and track tuition bills for sponsored students.
• Collaborate with the finance department to facilitate and track abnormal payments made outside of the billing software such as checks and international wire transfers.
• Follow up with students who are behind on payments via email and SMS and escalate as needed.
• Create reports on tuition collection and assist with revenue projections

Scholarship and Zakat Management

• Assist in improving the scholarship application form questions and workflow.
• Carefully review, assess and summarize applications for scholarships and recommend award amounts to the scholarship committee based on applicant need, merit factors, and available funds.
• Track the source of each student’s award and prepare reports on scholarships for administration and donors.
• Track work-study arrangements
• Manage Zakat stipend payments in collaboration with the finance department.
• Assess zakat eligibility and recommend zakat award amounts.
• Communicate zakat awards to students and track payments.
• Assist with mailing zakat checks.

Other Enrollment Tasks

• Occasionally assist with other registrar, admissions, and recruitment tasks, especially in seasons when bursar functions are lighter.

Qualifications

·Associate’s, Bachelor’s or ʿĀlimiyyah degree

·Business administration, accounting or finance majors preferred

·Previous experience working in an administrative role in an educational and/or community setting.

·Competence in quick mathematical and financial calculations

·Working knowledge of accepted accounting/bookkeeping principles preferred

·Discretion when dealing with personal and financial matters of students.

·Strong organizational and communication skills.

·Ability to work collaboratively with students and staff.

·Embody the core values of the Qalam Seminary

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