Registrar

Job Description:

Position: Registrar

Company: Young People’s Chorus of New York City®

Location: Manhattan

Status: 3 days/week

Reports to: Executive Administrator

Work Experience: 5+ years

The Young People’s Chorus of New York City (YPC) is a multicultural youth chorus internationally renowned for its superb virtuosity, brilliant showmanship, and innovative model of diversity. Founded by Artistic Director Francisco J. Núñez, a MacArthur Fellow and Musical America’s 2018 Educator of the Year, YPC’s mission and values are deeply rooted in providing children of all cultural and economic backgrounds with a unique music education program and choral performance. YPC is committed to empowering our youth and providing pathways to success through the arts so that each child, regardless of race, gender, socioeconomic background, or religion, can reach their full potential.

Position Overview

The Registrar supports the entire office in various roles. This individual works closely with the organization’s Executive Administrator to administer and track the organization's registration; in addition, they work across teams to coordinate streamlined payment processes for choristers. Importantly, they serve as a key liaison to our community of students and parents. Additionally, the position will involve other administrative and coordinator tasks to ensure the smooth operation of the business office. They are a personable, friendly, proactive self-starter with exceptional organizational and communication skills, as well as attention to detail. Knowledge of QuickBooks Online and/or Spanish ability is a strong plus. This role is ideal for someone with strong organizational skills who enjoys engaging in a vibrant community and is passionate about working with youth in a creative environment.

Key Responsibilities:

Registration and Enrollment Support:

• Be a key point person for communication with choristers and families, serving as a liaison and ensuring effective communication and a positive tone and experience.
• Partner with our Database Administrator and artistic team staff to track, monitor, and follow up on chorister registration and payment for our choral programs.
• Manage processing and tracking/follow-up for tuition, uniforms, and tours, including handling payment plan setup and monitoring.
• Issue and monitor invoices for our Schools Program, including follow-up on accounts receivable.

General Administrative Support:

• Track registrations and provide customer outreach on outstanding accounts receivable, ensuring all financial obligations are met promptly.
• Assist

the team in preparing a weekly summary of outbound payments for leadership to review.

• Coordinate with staff to properly record transactions each month, as well as process employee and contractor reimbursements.

Coordinate with Development to ensure all pledges and payments are entered, and the information is communicated with Development on time.

• Review bank activity daily to report and record all incoming wires and ACHs from donors or other venues or organizations.
• Prepare monthly reconciliation report templates for the Development team; assist with reconciling the donor database to the QuickBooks donor database.
• Helps maintain customer and vendor databases.
• Provide administrative and operational support as needed, including filing, data entry, office management, and assisting with other special projects.
• Assist in designing and maintaining proper office records and filing systems. ● Manage and track merchandise inventory and sales.
• Work with the Executive Administrator to maintain and manage office items such as the postage meter, Xerox, scanner/printer, and phone system.
• Additional projects, programming support, and data entry/tracking as needed.

Core Characteristics:

• Strong interpersonal and communication skills.
• Pro-active and a self-starter.
• Flexible manner and positive attitude; grace under pressure.
• Collaborative and dedicated to team effort.
• Ability to maintain a calm demeanor and work within a fast-paced environment. ● Interest in growing professionally and receiving constructive feedback.
• Ability to adapt quickly to changing needs.
• Experience with QuickBooks Online and/or conversational Spanish ability is a plus.
• Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of participants and their families.
• Strong enthusiasm for the YPC mission.

Work Schedule:

• We are open to candidates looking for a minimum of 3 days per week up to full-time. Business office hours are 10 am-6 pm, with occasional evening and weekend work required several times a year. We are an in-person office with flexibility on an as-needed basis.

The Young People's Chorus of New York City is committed to creating a diverse and inclusive workplace and is proud to be an equal-opportunity employer. Applicants from populations underrepresented in the development and arts fields are strongly encouraged to apply. All qualified applicants will be considered for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.

Spanish