Administrative Compliance Coordinator

Saratoga Regional YMCA•Saratoga Springs, NY

5d•$23 - $26•Hybrid

About The Position

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living, and social responsibility. Reporting to the Assistant Vice President (AVP) of Childcare, the Administrative Compliance Coordinator is responsible for overseeing the input, maintenance, and accuracy of all licensing requirements in accordance with OCFS and Department of Health (DOH) regulations. This role also assists in the administrative functions of BASE, School’s Day Out, and Summer Camp, ensuring program compliance, operational efficiency, and alignment with YMCA standards.

Requirements

Minimum of two years of supervisory experience.
A proven track record of fiscal and/or program fiscal responsibility and sound financial management skills.
Experience in staff supervision, committees, and in providing leadership to groups.
Ability to recruit, train, schedule, supervise, and motivate staff.
Excellent oral and written communication skills. Detail-oriented with problem solving skills. Demonstrated experience setting and managing priorities.
Exhibit strong leadership skills; possess a passion for member service, building and maintaining a culture of member service excellence.
Understand the licensing and relicensing expectations
Ability to travel to multiple site locations required.

Nice To Haves

Associate’s Degree in Childhood Education, Elementary Education, Physical Education, Recreation or a related field, or a NYS Children’s Program Administrator Credential, or School Age Child Care Credential, or two years of college with 18 credits in Child Development, Elementary Education, Physical Education, Recreation or a related field preferred
Be able to hold a NYS Childcare License in their name preferred.
Current CPR PRO & First Aid certifications preferred

Responsibilities

Embrace, model, and promote the YMCA mission and its focus on youth development, healthy living, and social responsibility.
Oversees program registration paperwork to ensure accuracy and timeliness of programs.
Support communication with families regarding enrollment documentation, medical forms, and program policies.
Ensure confidentiality and secure handling of all child and family information.
Monitor attendance records for accuracy and compliance with funding or subsidy requirements.
Monitor outstanding account balances and proactively communicate with families to arrange payment plans and ensure accounts remain current.
Assists in the hiring process by screening applicants, completing reference checks for potential new hires and ensuring onboarding paperwork and requirements for BASE and Camp staff are complete (e.g., fingerprinting, TB testing, physicals, 6000 packets).
Ensure all School Age Childcare (SACC) programs’ paperwork is in full compliance with OCFS, DOH, and YMCA policies.
Monitor staff compliance with required trainings, certifications, and background checks; track renewal deadlines for OCFS and DOH.
Manage the Facility Application and Management System (FAMS) administration and employee SCR screenings, ensuring accurate documentation and ongoing regulatory compliance for BASE under OCFS guidelines.
Maintain up-to-date knowledge of state and local regulations governing school-age programs and communicate changes to staff.
Prepare for and support annual licensing inspections, audits, and regulatory reviews.
Ensure timely submission of required reports, including attendance, incident reports, and regulatory documentation.
Support Program Coordinators by communicating with camp vendors to collect and verify all required documentation (e.g., W-9s, Hold Harmless Agreements, and Vendor Code of Conduct forms) and ensure purchase orders are created and approved before camp begins.
Maintain organized digital and physical record-keeping systems that meet state and YMCA standards.
Provide administrative support to other childcare programs as needed.
Remain prepared to travel to various program locations to assist with staffing needs, ensuring all sites consistently meet required student-to-staff ratios.
Assists with SRYMCA fundraising activities and special events.
Performs additional duties as assigned to support organizational goals and community needs.