Registrar and Operations Coordinator

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

 Qualified Candidates will have:

• BA or equivalent preferred 
• Minimum of 2 years experience or training in fields such as office management, database management, camp office management, or logistics and administrative support
• Excellent oral, written, and interpersonal communication skills
• Ability to be a self-starter with strong work ethic and excellent organizational, time management and multitasking skills 
• 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.
• Ability to work appropriately with diverse groups, including parents, young adults, and children.
• Ability to keep confidentiality.
• Knowledge of Jewish culture, history, and values as well as basic Hebrew 
• Ability to bend or stretch.
• Ability to lift 25 lbs.

Candidates should possess the ability to: 

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

Candidates must: 

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

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