Registrar & Operations Coordinator

Jewish Camp; August (CA); On-site; USD 13,000; Part time

Job summary

An established industry player is seeking a dedicated Registrar and Operations Coordinator for its vibrant summer camp program. This role is crucial for ensuring smooth enrollment processes and managing daily operations, especially during the busy summer months. Ideal candidates will thrive in a dynamic environment, showcasing strong logistics and data management skills while engaging with families and staff. With a flexible part-time schedule during the school year and full-time commitment in the summer, this position offers a unique opportunity to make a significant impact in a nurturing and fun-filled atmosphere. Join a passionate team and help create memorable experiences for campers and their families!

Qualifications

• 2+ years in office management or logistics support.
• Strong communication and organizational skills required.

Responsibilities

• Manage camper database and enrollment processes.
• Coordinate summer staff onboarding and attendance management.

Skills

Logistics Management

Data Management

Communication Skills

Multi-tasking

Organizational Skills

Time Management

Self-starter

Education

Bachelor's Degree or Equivalent

Tools

CampMinder

Windows

Excel

Google Workspace

Job description

Job Title: Registrar and Operations Coordinator, Ramah Day Camp LA
Status: Part Time August-May; Full Time June-July
Supervisor: Camp Director, Ramah Day Camp LA

The Ramah Day Camp LA Registrar and Operations Coordinator is a member of the Ramah in California office team responsible for all aspects of enrolling campers for our day camp program, onboarding seasonal day camp staff, managing daily operations for the day camp on site during the summer, and assisting with other registrar-related organizational tasks. The Registrar and Operations Coordinator must have a strong logistics and data management background, excellent communication skills with all ages, the ability to multi-task, and a passion for working with families. As our day camp program grows and evolves, the position may also grow and evolve in scope.

This is a flexible part-time position from August-May, and is full time in June-July. While camp is operating out of its summer site, the Registrar and Operations Coordinator must be in person and on site.

Duties and Responsibilities:

August-May: Flexible, part-time (minimum 12 hours per week guaranteed, must be available during typical CA working hours)

1. Manage and maintain camper database (CampMinder)
2. Manage enrollment for Day Camp as well as any related year-round family programming
3. Enroll children into camp or place on waitlist
4. Create and mail enrollment/waitlist letters
5. Manage process of preparing, receiving, checking, and reporting all necessary camper enrollment applications, forms, and other necessary summer intake materials including but not limited to camper care forms, medical forms, liability forms, and transportation forms
6. Field calls relating to the enrollment process
7. Assist in preparing summer and year-round communications
8. Coordinate, track, and support summer staff application and hiring process
9. Ensure all forms necessary for seasonal hires are completed
10. Orient summer staff to payroll and attendance procedures
11. Track VISA application processes for all foreign staff
12. Manage and maintain camper and staff transportation information including bus locations, bus staffing, and bus company relationships
13. Assist in the creation of organizational documentation such as forms, handbooks, and emergency manuals
14. Other duties as assigned

June-July: Full time, on site

1. Attendance management of entire camp community
2. Oversee staff onboarding
3. Create onboarding system
4. Ensure all staff have been appropriately onboarded (manage process of receiving and reviewing required forms and trainings)
5. Manage staff attendance, develop and execute staff attendance training, manage ongoing attendance tracking
6. Track camper attendance
7. Create and maintain guest list calendar
8. Communicate with host site security on any attendance-related issues
9. Responsible for daily emergency attendance tracking documentation and distribution
10. Oversee late camper arrivals and early camper departures
11. Coordination, decision making, communication, and management of all summer transportation needs, including decision making with bus company around all bus logistics
12. Management and coordination of daily bus operations
13. Communication with families related to bus transportation, including technology-based communication as well as phone communication
14. Management and coordination of carpool procedures
15. Management of summer payroll process for all seasonal employees including break time tracking and clocking in/out procedures
16. Budget, order, procure, and disburse all snack and food supplies
17. Coordinate all program supply ordering and credit card reimbursements
18. Front office management, including answering phones and emails, responding to parent inquiries, welcoming guests, and overseeing all supplies in and out of the office
19. Liaise with facility maintenance/security
20. Ensure security protocols are being followed by camp community
21. Create and communicate daily setups
22. Plan for any special facility needs
23. Continue to manage and maintain camper database, and enrollment and forms processes
24. Other duties as assigned

Compensation:

August-May: $35/hour, 12 hours per week guaranteed. Workload may become greater (~15 hours per week) in the spring. Any hours over 20 per week must be approved by supervisor. Work must be completed during typical Pacific Time business hours.
June-July: $12,600, exempt employee

Requirements:

Qualified Candidates will have:

1. BA or equivalent preferred
2. Minimum of 2 years experience or training in fields such as office management, database management, camp office management, or logistics and administrative support
3. Excellent oral, written, and interpersonal communication skills
4. Ability to be a self-starter with strong work ethic and excellent organizational, time management, and multitasking skills
5. Comfort in working on multiple technology platforms, including Windows, Excel, and Google Workspace, as well as the ability to quickly learn new technology applications. Experience working in Campminder a plus.
6. Ability to work appropriately with diverse groups, including parents, young adults, and children.
7. Ability to keep confidentiality.
8. Knowledge of Jewish culture, history, and values as well as basic Hebrew
9. Ability to bend or stretch.
10. Ability to lift 25 lbs.

Candidates should possess the ability to:

1. Work creatively and strategically in a high-energy setting with non-traditional hours
2. Manage challenges calmly and in partnership with others

Candidates must:

1. Be fingerprinted and undergo background check
2. Be certified (or willing to become certified) in CPR Pro and Advanced First Aid