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School Relations Coordinator
School Relations CoordinatorYouth Frontiers • Minneapolis, MN, US
School Relations Coordinator

School Relations Coordinator

Youth Frontiers • Minneapolis, MN, US
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Job Description

Job Description

Job Description : School Relations Coordinator

SUMMARY : The School Relations Coordinator is responsible for coordinating booking for YF Programs. Working closely across the School Relations, Finance, and Programs teams, this role ensures every request is strategically booked on the YF calendar within parameters of staffing, current booking policies, client priority, and organization goals. This position also leads the rebook process, and provides admin support to the School Relations team.

POSITION CLASSIFICATION :

  • FLSA Exemption Status : Exempt
  • Work Schedule : 12-month, Full Time, M-F
  • Location : In-Office. Edina, MN
  • Basis of Pay : Salary
  • Salary Range : $55,000 - $65,000 / yr, DOQ
  • Department : School Relations
  • Benefits : Youth Frontiers offers a robust benefit offering, including Medical, Dental, Vision, Life, Short and Long-Term disability, Dependent Care FSA, 403(b) retirement savings with employer matching, generous PTO, paid volunteer time, and much more!

KEY ACCOUNTABILITIES & DUTIES :

Retreat Booking

  • Receive information for newly sold retreats or programs from the School Relations team on an on-going basis. Determine appropriate date offers based on client preference, School Relations Representative feedback, organizational priorities, and existing retreat calendar. Confirm pricing with the School Relations team and ensure any price variances have been vetted and approved by Director of School Relations and Finance.
  • Collaborate with the Logistics Program Manager to provide accurate travel cost estimates.
  • Communicate date offers to clients in coordination with the School Relations team.  Respond to or direct client concerns and requests to ensure successful booking and preparation for retreat delivery. Manage the Retreat Coordinator inbox on a daily basis.
  • Ensure receipt of client contracts and deposits. Work with the accounting team and School Relations team to reconcile discrepancies and escalate unsubmitted contracts and deposits.
  • Ensure a successful hand-off from booking confirmation to logistics support in preparation for retreat delivery. Confirm essential information for successful program delivery is communicated and understood by retreat facilitators.
  • Coordinate post-retreat feedback from retreat facilitators and clients to determine eligibility for rebook. Communicate findings to appropriate parties and ensure clients and School Relations team understand recommended and required actions for rebook.
  • Lead cross-departmental Booking Meeting on a weekly basis, including creating weekly agendas and taking notes. Escalate unique and or novel booking scenarios and solidify responses accordingly.
  • Support communication of all client feedback
  • Collaborate with Donor Relations on all details surrounding donated retreats.
  • Log all internal and external communications in Salesforce.

    • Retreat Calendar Coordination

  • Oversee retreat calendar. Work with Programs Leadership to balance staff capacity, retreat facilitator competencies, equipment availability, and client needs. Prevent overbooking and unfeasible program delivery by assessing logistic constraints and communicating alternatives.
  • Work with teams planning conference-style events to get programs represented on the retreat calendar and address any logistic constraints.
  • Determine dates of local, Midwest, and national travel to ensure efficient deployment of retreat staff.
  • Ensure calendars are accurate, current, and available to all appropriate staff. Communicate changes in a timely manner to ensure successful program delivery.

    • Lead Rebooking Process

  • In collaboration with the Director of School Relations, take the lead on the YF Rebook process, creating an initial calendar with strategically placed dates for all rebook clients.
  • Ensure all needed steps of the rebook process are documented in project management software, with needed benchmarks and approvals completed in order to arrive at agreed-upon launch date.
  • Make strategic recommendations to the way that YF approaches rebook, always seeking to maximize opportunities and provide outstanding customer service.
  • Collaborate with School Relations and Programs to establish priority of potential rebook clients.
  • Communicate necessary retreat or logistic adjustments needed for clients to be eligible for YF Rebook Process.

    • Contracts, Service Agreements and invoicing

  • Responsible for Program Contract distribution, managing deadlines of contracts and ensuring all contracts have been received prior to retreat. Make manual edits to agreements as needed.
  • Coordinate with Operations Team to have special service agreements from incoming clients integrated into YF contract processes.
  • Responsible for sending deposit invoices and monitoring open balances to keep clear records of client payments.
  • Create invoices in the case the client wants to prepay for retreat as needed.

    • Sales Operations and Support

  • Manage and direct inbound sales inquiries.
  • Coordinate preparation of individual bios, district profiles, and other meeting materials for School Relations team members’ external meetings.
  • Ensure accurate sales reporting to organization, Executive Team, and Board of Directors.
  • Support School Relations team in preparation for tradeshows.

    • All positions at Youth Frontiers may perform other duties as assigned.

    Minimum Qualifications

  • BA degree
  • Experience with CRM databases
  • Excellent verbal and written communication skills, organizational skills, and ability to meet deadlines and work as part of a team
  • Strong interpersonal skills, particularly the ability to build relationships and work with a diverse group of individuals.

    • Preferred Qualifications

  • Understanding and working knowledge of Salesforce
  • Work experience in education or social services (3+ years)
  • Experience working with private and independent schools

    • Youth Frontiers seeks to hire from a diverse pool of applicants and encourages people from all backgrounds to apply. Youth Frontiers will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age, marital or familial status, public assistance status or any other legally protected status.

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