Registration Coordinator

Location: John W. Lindsay YMCA

Position Status: Full-Time, 1-Year Contract until June 2027

Compensation$43,000-$46,000

There is potential inside all of us – we all have it in us to shine.

Every charity exists to help solve a problem – our charity exists to help solve many problems, from childcare shortages, social isolation, mental health issues, access to wellness, and more. Today, our network is spread across 100+ program locations in HRM and the province, meeting the most urgent needs of our communities in mental health supports, accessible childcare, supporting an increasing immigrant population, safe spaces for youth to grow and lead, helping to navigate a precarious labour market, delivering wellness programming for all, and creating community for isolated older adults.

We give people the tools, encouragement, and safe space to discover their inner strength. When they know someone’s in their corner, with unconditional support, they realize they can do more than they thought possible. It’s your support, expertise, and guidance that helps people ignite their full potential and shape our neighbourhoods into vibrant and healthy communities.

With us at their side, they can Shine On.

As part of your total compensation:

· Complimentary YMCA membership to our Health & Fitness facilities

· Access to Y at Home, where you can participate in fitness programs from your own home

· Three (3) weeks’ vacation entitlement and paid wellness days

· Comprehensive benefits package and pension

· Complimentary wellbeing and counselling services

About the role:

Reporting to the Membership Manager, the Registration Coordinator provides administrative and front-line support to ensure accurate and timely delivery of services that enhance the member experience. Key responsibilities include administering early childcare registrations, payments, subsidy claim reconciliation, and waitlist management. Supporting daily operations, including cash reconciliations, daily banking deposits, analytics, membership services, rental management, and onboarding of new community partners. This role acts as a resource and trainer for team members at both John W. Lindsay and Community Y locations, ensuring staff are confident and effective in using ActiveNet and UPACE. All responsibilities are carried out in alignment with YMCA policies, procedures, and guidelines, supporting a high-quality and consistent experience for members and staff alike.

In this role, you will:

· Responsible for coordination of administrative activities associated with families, aquatics, health/fitness, and child/youth, including supports: entry/maintenance of participant information, financial assistance applications, LCC/YPHD registrations and bi-weekly enrollment tracking for grant submissions, wait list management, and other administrative duties to support a seamless, positive registration experience.

· Responsible for coordination of registration fees, including:

o payment processing, billing collection, failed payments and reporting processes for LCC/YPHD, John W. Lindsay and Community YMCA.

o Responsible for daily/monthly cash outs and bank deposits at the John W. Lindsay and Community Y.

o Ensure accounts processes abide with association policy guidelines

· Act as a Super User for ActiveNet and UPACE, supporting staff training and troubleshooting

· Provide front-line support to members including program registration, inquiries, and general assistance

· Coordinate room rentals and communicate with clients regarding bookings and payments

· Support reporting, data tracking, and operational processes across departments

· Adheres to YMCA “The Y Way Standards” by:

o Consistently acknowledge members who are waiting for service, ask questions to determine what they need and provide support however they can.

o Proactively observing members throughout the facility and offering help to those who may appear confused, uncomfortable, or in need of support.

o Following the 5/10 Rule: when supervising program spaces or circulating throughout the centre, staff acknowledge all members within 10 feet with eye contact and a nod or smile, and within 5 feet with a verbal greeting (e.g., “Hello,” “Good morning,” or “Good afternoon”).

o Consistently take pride in keeping workspaces clean, safe, and organized, while completing all cleaning checklists as part of daily routines.

o Actively tidying common areas while circulating through the facility (e.g., removing garbage, addressing water on floors or counters, closing open locker doors). Any issues that cannot be immediately resolved are reported to the facilities team, supervisor, or cleaning manager

o Ensuring all community rooms are left clean and tidy after use, including during breaks, meetings, or other staff activities.

Education and skills qualifications:

· Diploma in Office Administration or related field (required)

· Bachelor’s degree considered an asset

· 2+ years of experience in administration, program coordination, or similar role

· Strong attention to detail and organizational skills

· Experience with databases or registration systems (ActiveNet considered an asset)

· Strong communication and customer service skills

· Ability to manage multiple priorities in a fast-paced environment

· Ability to work irregular hours, including evenings, weekends, and holidays.

To apply: Please apply online at https://ymcahfx.ca/workwithus/ by click to add closing date.

Please note that all successful candidates are required to provide:

· A Criminal Record Check, Vulnerable Sector Check, and Child Abuse Register Check (less than 6 months old), if 18 years of age or older

· Valid First Aid and CPR Training

Please note that background checks are reviewed on an individual basis – offenses, if any, are based on role and Child Safeguarding requirements, and may not eliminate candidates from employment at our YMCA.

At the YMCA, we are committed to fostering a diverse, inclusive, and equitable workplace where every team member feels valued, respected, and empowered to bring their full, authentic selves to work. We believe that a variety of perspectives, backgrounds, and experiences enrich our organization, enabling us to better serve our community and achieve our mission. As an equal opportunity employer, we welcome applications from individuals of all backgrounds, including Black, Indigenous, People of Colour, racially diverse, 2SLGBTQIA+ individuals, gender-diverse people, people with diverse abilities, members of ethnic minorities and faith groups, foreign-born residents, and veterans to apply.

If you require accommodation during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodatio