Administrative Coordinator – Afterschool Enrichment Programs

We are seeking an extremely detail-oriented and organized FULL-TIME Administrative Coordinator to support the administrative operations of our afterschool enrichment programs, which serve multiple school locations in EST Time zone. This role requires strong attention to accuracy, excellent communication skills, and the ability to manage multiple systems and processes efficiently.
We are looking for individuals who can commit to a full-time, long-term role in Eastern Standard time, 9am to 6pm. (Exact daily schedule is subject to change seasonally at high enrollment seasons, therefore flexibility is a must)

Please apply with a cover letter explaining why you are a good fit for this role, examples of tasks you performed aligned with the job description, and the rate you request, within the range we provided. Please attach your full resume. Please be prepared to provide your references from your previous supervisors.

KEY RESPONSIBILITIES:
Payroll & Staffing:
- Prepare and reconcile payroll reports for approximately 150 enrichment instructors on a biweekly basis.
- Cross-reference payroll data across multiple systems to ensure complete accuracy.
- Review daily staffing changes and update payroll records accordingly.
- Interdepartmental communication about instructor and coach assignment
- Support instructor recruitment processes, including job postings, interview scheduling, and applicant tracking and onboarding

Program & Registration Support:
- Assist with seasonal program registration and enrollment processes.
- Review all waitlists and assign a spot accordingly, paying attention to requested teachers for private lessons.
- Review customer accounts to apply late session discounts on eligible classes.
- Support the summer camp registration process before and during the summer months.

Customer Support & Communication:
-Provide accurate information about program offerings, schedules, and enrollment procedures.
- Assist families in identifying suitable programs based on their child’s needs.
- Document all customer interactions thoroughly in CRM systems and respond within established timeframes.
- Resolve routine customer concerns and escalate complex issues as needed.

Administrative & System Management:
- Generate monthly invoices for third-party vendors.
- Manage YAU software administration tasks, including class creation, string adjustments, bundling, and ensuring all public-facing pages and class and camp details are accurate.

Qualifications:
-Exceptional attention to detail and organizational skills.
-Strong communication and problem-solving abilities.
-Experience managing payroll is a must
-Experience in customer service, or administrative operations is a must
-Proficiency in CRM and scheduling software 
- Tech-savy
- Excellent English skills
- To be able to commit full time long term role in Eastern Standard time (New York), 9am to 6pm. (Exact schedule is subject to change seasonally at high enrollment seasons, therefore flexibility is a must).