Enrollment Specialist / Registrar (Youth Center)

Description

The Enrollment Specialist / Registrar manages enrollment and registration processes for assigned programs, ensuring accurate records, strong customer service, timely collections, and compliance with applicable YMCA policies and third-party requirements. The Enrollment Specialist / Registrar supports a welcoming, organized experience for families and participants, communicates proactively regarding required paperwork and payment deadlines, and maintains high standards of confidentiality, accuracy, and follow-through.

ESSENTIAL FUNCTIONS :

• Models and reinforces YMCA core values of caring, honesty, respect, and responsibility with members, participants, families, staff, and community partners.
• Provides excellent customer service in person, by phone, and electronically; responds to questions and resolves issues in a timely, professional manner to support enrollment and retention.
• Processes program registrations and enrollment changes accurately; maintains rosters, participant records, and required documentation in applicable systems.
• Reviews enrollment / registration packets for completeness and follows up promptly with families regarding missing forms, health information, permissions, and other required documentation.
• Coordinates third-party documentation as applicable (e.g., financial aid, Care4Kids, or other subsidy / vendor requirements); supports families in completing required paperwork.
• Communicates payment expectations and deadlines; monitors accounts for upcoming sessions / terms and proactively contacts families (and third-party payers, when applicable) to ensure timely payment and reduce past-due balances.
• Supports basic fiscal administration for assigned programs, including reconciliations, deposits preparation (as assigned), and tracking of payments and adjustments in coordination with the supervisor and finance procedures.
• Maintains organized electronic and physical files (as applicable) for participant records, enrollment documentation, and other required program records; ensures confidentiality and appropriate access at all times.
• Ensures compliance with YMCA policies, safety standards, and recordkeeping requirements; if assigned to licensed or regulated programs, supports compliance with applicable state or funder requirements (e.g., required documentation and audit readiness).
• Knows, follows, and enforces all YMCA policies, rules, regulations, and procedures, including emergency and safety procedures and those for the prevention of child abuse; supports other staff to do the same.
• Participates in meetings, trainings, and Association initiatives as assigned; contributes to continuous improvement of enrollment, registration, and customer service processes.
• Performs other duties as assigned to support program operations and member / participant experience.

Requirements