Registration & Accounts Coordinator – Youth Programs

Overview

Looking for a full-time role where you can make an impact behind the scenes while supporting families and youth programs?

Join the YMCA of Greater Kansas City as a Registration & Accounts Coordinator – Youth Programs. In this role, you’ll support our Youth Development Services programs—including summer day camp, preschool, and before and after school care—by managing registrations, accounts, and family communication.  You’ll play a key role in creating a smooth, positive experience for families from enrollment through program completion. This is a great opportunity for someone who enjoys customer service, organization, and problem-solving in a mission-driven environment.

📍 Location: Overland Park, KS

Benefits Include:

• Competitive Benefits Package
• Y Retirement Plan
• Free YMCA Household Membership
• Leadership Development Opportunities and Professional Development

OUR CULTURE:  The YMCA of Greater Kansas City’s mission and core values are brought to life by our culture. It’s who we are, who we aspire to be and how we show up every day. We are cause-driven. We don’t just show up, we show up with purpose. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Responsibilities

Family & School Communication Support

• Serves as a primary point of contact for families and school staff, communicating program information accurately and with confidence.
• Responds to parent or school concerns regarding the program in a positive, professional, and timely manner.
• Maintains ongoing, positive working relationships with Y associates and program participants.

Registration & Account Management Support

• Provides communication to site staff regarding new registrations, changes and withdrawals.
• Ensures business practices are of the highest quality for participant satisfaction through quality control and audit processes for new registrations, changes and withdrawals.
• Processes account adjustments and refunds in registration software.
• Manages program interest lists and communicates proactively with families regarding enrollment availability and next steps.
• Provides support for financial assistance award and tracking process.

Billing, Finance & Compliance Support

• Assists in the accounts receivable collection process, including but not limited to reporting and communication to site staff.
• Assists in the process for third party billing to Missouri Department of Elementary and Secondary Education (DESE), Kansas Department for Children and Families (DCF), and other third-party payers by maintaining files, submitting billing and reconciling accounts as payments are received.
• Completes the daily cash report and check deposit.
• Maintains accurate and organized electronic records in accordance with YMCA data management standards.

Operations & Process Improvement

• Supports the Senior Business Director in the development, implementation and evaluation of business processes for Youth Development Services (YDS).
• Provides leadership to ensure that YDS business processes are being handled by associates in an efficient and timely manner while communicating regularly with the Senior Business Director.

Collaboration & Administrative Support

• Under the guidance of the Senior Business Director, may provide assistance and coordinate work with others in the finance department.
• Under the guidance of the Associate Vice President, coordinates assigned grant data collection/management and reporting.
• Provides system support to information technology services as requested by the Senior Business Director to assist in program review, design and setup.
• Provides coverage/assistance for other team members' duties during high volume periods and during their absence.

Qualifications

• Associates’ degree from an accredited college or university or the equivalent combination of education and experience.
• Minimum three years of experience in program administration, billing, or nonprofit operations or equivalent experience within YMCA Youth Development Services.
• Experience with accounts receivable, third-party billing, or financial assistance processes preferred.
• Bilingual proficiency, particularly in Spanish, is a plus.
• Able to work with diverse groups of people in a friendly and consistent manner.
• Able to make independent and sound decisions in a fast paced environment.
• Able to exercise high levels of discretion and confidentiality. 
• Detail oriented with good organizational skills, and be multi-task proficient.
• Excellent oral and written communication skills.
• Demonstrated experience in managing multiple projects.
• Strong computer skills with the ability to adapt to new software, experience with registration or program management systems a plus.
• Must maintain a current motor vehicle license and acceptable driving record that meets YMCA standards.