Branch Office Administrator

Branch Office Administrator Position Summary Responsible for overseeing all branch accounts receivable, enrollment processes, and administrative operations in support of Y Academy and Youth Programs. This role ensures accurate financial management, smooth program execution, and strong communication with staff, families, and community partners. This position requires a bilingual (English/Spanish) professional with strong conversational skills to effectively support and engage diverse families and community members. Key ResponsibilitiesAccounts Receivable & Financial Management Manage all branch accounts receivable functions including invoicing, collections, account monitoring, and bad debt write-offs. Review daily cash reconciliations, make bi-weekly bank deposits, and ensure proper cash flow at the Welcome Center. Process and obtain approvals for refunds per Metro North SOPs; maintain reports such as FTE, outstanding AR, and collection call logs. Coordinate billing and invoicing for memberships, group homes, and third-party payees (e.g., DCF, Staywell). Support the financial aid process for camps and programs, ensuring accurate documentation and timely communication with families. Provide weekly financial and enrollment updates to the staff team to keep everyone informed of session goals and revenue progress. Enrollment & Program Support Process all Y Academy enrollment paperwork and communicate new enrollments to the Subsidy Administrator. Coordinate orientations for new families and assist with marketing and outreach efforts (open houses, community events) to drive enrollment and meet revenue targets. Facilitate bi-weekly meetings with Y Academy Program Directors, ensuring adherence to best practices and branch policies (tuition, waitlists, payment plans, terminations, etc.). Maintain and audit the SGA database for accuracy and support compliance audits. Support OST/ELP with monthly attendance records as needed. Collaborate with Program Directors on special events, promotions, and cross-branch initiatives. Administrative Operations Serve as the branch lead for office administration, including ordering supplies, business cards, and name tags; maintaining contact lists for all full-time staff; and managing the phone extension system. Oversee petty cash, office equipment, and file systems, ensuring organized documentation for childcare participants and accounts. Communicate regularly with Branch and Program Directors to maintain consistent operational standards. Provide administrative support for fundraising efforts, leadership team meetings, and branch-wide "all hands on deck" events. Serve as Manager on Duty (MOD) one evening per week to ensure smooth branch operations. Perform additional projects and duties as assigned by the Senior Branch Executive Director.

Created: 2026-03-10