Registrar & Operations Coordinator
Ramah Day Camp LA
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 that is 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, 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)
Manage and maintain camper database (CampMinder)
Manage enrollment for Day Camp as well as any related year round family programming
Enroll children into camp or place on waitlist
Create and mail enrollment/waitlist letters
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
Field calls relating to enrollment process
Assist in preparing summer and year round communications
Coordinate, track and support summer staff application and hiring process
Ensure all forms necessary for seasonal hires are completed
Orient summer staff to payroll and attendance procedures
Track VISA application processes for all foreign staff
Manage and maintain camper and staff transportation information including bus locations, bus staffing, and bus company relationships
Assist in the creation of organizational documentation such as forms, handbooks and emergency manuals
Other duties as assigned
June-July: Full time, on site
Attendance management of entire camp community including
Oversee staff onboarding
Create onboarding system
Ensure all staff have been appropriately onboarded ( manage process of receiving and reviewing required forms and trainings)
Manage staff attendance
develop and execute staff attendance training
manage ongoing attendance tracking
Track camper attendance
Create and maintain guest list calendar
Communicate with host site security on any attendance-related issues
Responsible for daily emergency attendance tracking documentation and distribution
Oversee late camper arrivals and early camper departures
Coordination, decision making, communication and management of all summer transportation needs, including:
Decision making with bus company around all bus logistics
Management and coordination of daily bus operations
Communication with families related to bus transportation, including technology based communication as well as phone communication
Management and coordination of carpool procedures
Management of summer payroll process for all seasonal employees including break time tracking and clocking in/out procedures
Budget, order, procure and disburse all snack and food supplies
Coordinate all program supply ordering and credit card reimbursements
Front office management, including answering phones and emails, responding to parent inquiries, welcoming guests, and overseeing all supplies in and out of office
Liaise with facility maintenance/security
Ensure security protocols are being followed by camp community
Create and communicate daily setups
Plan for any special facility needs
Continue to manage and maintain camper database, and enrollment and forms processes
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