Enrollment Specialist/Registrar

DescriptionThe 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. RequirementsHigh school diploma or equivalent required; college coursework/degree preferred.Two (2) years of experience in customer service and office/registration/billing administration; experience supporting youth programs, child care, or camp operations preferred.Strong attention to detail and organization; able to manage multiple deadlines, frequent interruptions, and confidential information with professionalism.Proficient with Microsoft Office and database/registration systems; able to learn and use YMCA systems for enrollment, billing, and reporting.Strong communication and interpersonal skills; able to guide families through paperwork requirements and payment expectations with tact and clarity.Safety-minded and able to respond calmly in urgent situations; meets all required background checks and, if applicable, state/licensing requirements within required timeframes.