Accounts & Program Administration Coordinator

Accounts & Program Administration Coordinator

Imagine Chess
New York, NY

Job Summary

Imagine Chess is seeking a highly organized and dependable Accounts & Program Administration Coordinator to manage the recurring financial and administrative workflow behind our school and community-based chess programs.

This is an important operations role focused on keeping accounts current, payments moving, programs administratively ready to begin on time, and contracted sessions accurately tracked.

The ideal candidate is detail-oriented, persistent with follow-up, comfortable working independently, and able to manage multiple school accounts at once.

Key Responsibilities

• Prepare and send invoices to schools and partner organizations on a weekly basis
• Send weekly payment follow-up emails for outstanding invoices
• Communicate with NYC DOE Accounts Payable regarding payment status, missing documentation, delayed payments, and other invoice-related issues
• Maintain accurate records of invoices, payments, outstanding balances, and follow-up activity
• Track administrative requirements in Polaris and other school/vendor systems
• Make sure new programs are administratively ready to begin on schedule
• Track total contracted sessions, sessions completed, and sessions remaining for every active account
• Flag schools that are approaching the end of their contracted sessions
• Maintain organized account records, including purchase orders, invoices, payment status, program dates, and outstanding action items
• Identify administrative or payment issues early and escalate when necessary
• Provide leadership with clear updates on the status of active accounts

Weekly Expectations

Every active account should be reviewed and updated each week.

You should be able to quickly answer:

• Has this school been invoiced?
• Has payment been received?
• If not, what is the current payment status?
• Has NYC DOE Accounts Payable been contacted when necessary?
• Is the account current in Polaris?
• Is the program cleared to begin?
• How many sessions were purchased?
• How many sessions remain?
• What is the next required action?

Qualifications

• Strong organizational and administrative skills
• Excellent attention to detail
• Professional written and verbal communication
• Comfortable working with invoices, spreadsheets, and financial records
• Strong follow-up skills
• Ability to manage multiple accounts and deadlines at the same time
• Comfortable communicating with school administrators and accounts payable departments
• Ability to work independently and take ownership of recurring responsibilities
• Experience using CRM, accounting, vendor, or administrative systems is a plus

Preferred Experience

Experience in one or more of the following areas is preferred:

• Accounts receivable
• Billing or invoicing
• School administration
• NYC DOE vendor administration
• Accounts payable follow-up
• Nonprofit or youth-program administration
• Vendor management
• Program operations
• Bookkeeping support

What This Role Does Not Include

This position does not manage chess coaches or instructional staff.

This is not primarily a sales position.

The focus is on invoicing, payment follow-up, accounts administration, Polaris, program readiness, and session tracking.

About Imagine Chess

Imagine Chess provides chess education and enrichment programming to schools and community organizations throughout New York City.

Our programs include school-day instruction, afterschool programming, tournaments, special events, and long-term school partnerships.

As our network grows, we are building a stronger administrative structure to ensure every account remains organized, responsive, and financially current.

Job Type: [Full-time / Part-time]
Pay: [$25 per hour ]
Schedule: Monday through Friday
Work Location: [Hybrid ]

Pay: $24.00 - $25.00 per hour

Work Location: In person