Registrar (Non- Profit) - Get Hired Fast

SEEKING A REGISTRAR EMPLOYEE FOR OUR NON-PROFT COMPANY!

The Registrar is responsible for the administration of the registration process for all company programs including summer and seasonal camps. The registrar serves as the first point of contact for all parents and agencies considering our company as a program/camp option. The ideal candidate must be innovative, creative, flexible, able to receive constructive criticism and detail-oriented with excellent organizational skills.

Job duties include but are not limited to:

RECORD / ACCOUNT MANAGEMENT

• Promptly organize, process and collect all registration forms and upload via online industry software
• Ensure all written physical print AND electronic files are uploaded AND physically filed meticulously
• Ensuring all program paperwork and files undergo housekeeping policies alongside database rollover preparing for the new program year.
• Open and close seasons within our database in accordance with agency policies.
• Maintain accurate records regarding families that require/request additional financial assistance
• Complete all necessary data entry of camper paperwork by reviewing forms and ensuring all information is up to date.
• Reviewing and processing all received forms on a daily basis
• Reviewing financial forms and setting fees (based on camper fee scale) for all applicable families

REPORTING

• Utilize information from multiple sources to create an array of real time reports.
• Provide weekly reports to the Senior Director of Programs of the current enrolled and applied campers for each of the various upcoming camp/programs
• Produce statistics from our different measurement tools to provide to our sponsors, team and board members. (ie. Summer Food Program, Board, Metrics Reporting, etc.)
• Analyze data and trends of previous year’s enrollment and recommend recruitment strategy for the upcoming season

CUSTOMER SERVICE/ OUTREACH

• Ensure front line professionalism at all times, and maintain a courteous and friendly disposition to all, on platforms of communication.
• Ability to answer and respond to a high volume of telephone calls and emails.
• Communicate with multiple families on a weekly/daily basis on the status of their application (ie. Missing paperwork, incomplete forms, non-legible scans)
• Draft all written communication pertaining to enrollment/registration (ie. Newsletters, mass emails, birthday cards, Open House invites, etc.)
• Interview or coordinate with the Camp Director to interview campers Confirm details with families such as transportation arrival and departure
• Develop and implement Outreach and Marketing plans to ensure the appropriate enrollment
• Arrange and conduct outreach visits such as camp fairs, school visits, virtual meetings.
• Maintain positive relationships with current and prospective families, agencies, school groups, organizations
• Ensure all marketing materials are up to date and relevant including parent & camper handbooks, teen camp descriptions, camper slide shows and presentations

ADMINISTRATIVE DUTIES

• Administrative skills including but not limited to uploading files, copying, scanning, mailing, organizing files and supplies, organization and upkeep of office facilities
• Document & maintain all registration/enrollment procedures
• Reviewing and answering inquiries on all applicable email inboxes daily
• Receiving and managing incoming and outgoing mail
• Computer literacy with great understanding and working knowledge of: Microsoft Office suite (Word, Excel, Publisher, PowerPoint), Google G suite (Gmail, Drive, Meet, Calendar, Sheets, Docs, Forms), Adobe Acrobat, Adobe Photoshop, Canva, Newsletter software, Blog software
• Maturity to understand and comprehend sensitivities around family situations and confidential information

STAFF MANAGEMENT

• Train appropriate staff to assist with the registration/interview process as well as summer office help
• Develop and lead training session(s) during staff orientation regarding camper populations and family expectations
• Attend staff meetings and professional development training sessions as required

EVENT COORDINATION

• Open Houses: Advertise dates (to existing and new families), Keep records of the families RSVPing, Create supplies list of registration needs for the event, Coordinate and confirm staff that will assist with the event (registration, tours), Ensure there are enough registration and advertising materials for the event, Collect all attendees information and follow up with email asking about the event