Job Title: Before & After School Registrar
Classification: Full Time Year Round
Reports to: Director of Before & After School Programs
Exempt/Non-Exempt from OT rules: Hourly (Non-exempt)
Compensation: $50,606-$65,790 per year
Remote Work: Negotiable
Our Commitment to Equity:
Camp Fire is committed to building a diverse team and culture. We recognize that there are many aspects of one’s life experience that contribute to the growth of our organization. We encourage everyone to apply. If you believe in our values and mission and want to contribute to the work we do, we want to hear from you, even if you don’t meet every one of the qualifications listed.
At Camp Fire Columbia, we believe that every child should have the opportunity to find and pursue their spark– a passion that inspires and drives them to set and achieve goals for their future. Founded in 1910, our comprehensive program starts with early intervention at the elementary level, bridges the learning gap for middle school, and helps students thrive and plan for bright futures during high school. During the school year, Camp Fire works in partnership with dozens of schools in the Portland metro area. During the summer months, we offer summer camps in both the Portland Metro Area and at our beautiful 552-acre camp, Camp Namanu, bordered by the vibrant Sandy River and presided over by century old trees. Our programs directly serve over 4,000 children ages 5-18 each year across an eight-county area, including the greater Portland Metro Region. Camp Fire Columbia helps serve an additional 11,000 children and families annually through partnerships and special projects. For more information, please visit: http://campfirecolumbia.org/
This position is a key member of the registration team and is the main contact for Camp Fire’s Before & After School, fee-based program for Lake Oswego/ SW Portland families. The Before & After School department (BAS) handles all Before & After School, Full Day, and Summer Day Camp programming for over 1000 children. This position is responsible for providing a high level of customer service and attention to detail to ensure all families are supported and informed through all BAS registration and enrollment processes with a specific focus on serving Lake Oswego/ SW Portland families.
Essential Duties & Responsibilities:
- This role will come in contact with students, campers, families, visitors, vendors, and employees. Each of these persons will have visible and invisible qualities that makes that person unique. This includes race, gender, age, sexuality, ability, religion, national origin, gender identity, and other identities. This role requires sustaining an inclusive and equitable learning and working environment by having respectful and considerate behavior and thoughtful and constructive speech to all.
- Acts as the primary point of contact for Camp Fire’s BAS program enrollment for Lake Oswego/SW Portland families, providing exceptional customer service.
- Generates billing statements, tax documents, and regular reports and provides accurate information to the BAS Management Team.
- Responsible for content, accuracy, and updates of department registration documents, and family resources such as handbooks, fees and payment policies, financial aid applications, calendars, informational materials, and participant records.
- Uses registration software to build thorough BAS programs based on season, new locations, and program offerings.
- Communicates directly with registration software provider to maintain the function of the software.
- Coordinates enrollment for all BAS programs with the BAS Management Team. Enrollment involves both online and manual data entry while taking information over the phone and via email.
- Uses Camp Fire Columbia’s Equity Filter to review financial aid applications and coordinates with the review committee and Department Director on decision making and communicating next steps. Applies financial aid in ProCare when awarded and tracks total aid dollars throughout the fiscal year.
- Understands and communicates each program’s payment policies to all enrolled families and partners with the Department Director for any circumstances related to the interpretation of or amendment to an existing policy as well as the need for new policies or procedures.
- Completes approved billing and collection procedures.
- In-depth knowledge of all BAS programs, including but not limited to dates, locations, contacts, general daily schedule, and current statistics.
- Manages detailed schedule of when each task needs to be completed to ensure programs open and close smoothly.
- Answers phone calls and email messages from current and prospective families.
- Completes complex steps for each new registration, enrollment, schedule change, and withdrawal to ensure nothing is missed.
- Data entry, tracking, and analyses of BAS child records, including the typing of information and the organizing of online registration data from spreadsheets into Camp Fire’s database, as needed.
- Creates and analyzes weekly, monthly, and trend child data reports or financial reports required or requested for program management, program assessment, grant applications, and other needs.
- Regularly calculates, communicates, and manages rate options, credits, prorations, and refunds ensuring that the family does not pay any more than they have to.
- Responsible for processing BAS fees, collections, and third-party payments; as well as managing payment receipts for BAS programs; while making notes and adjustments per family request.
- Uses registration management tools to create billing and tax statements regularly throughout the year.
- Responsible for BAS database maintenance, management, and staff support.
- Works with the Department Director to address inequities built into fee-for-service processes to help make BAS programming more accessible for underserved communities and families.
- Implements and regularly reviews program enrollment processes for efficiencies and needed changes.
- Maintains weekly attendance, registration, and individual children’s records .
- Reviews Camp Fire Columbia’s website to assure BAS program details, links, and family resources are accessible, current, and accurate .
- Ability to troubleshoot and navigate ProCare’s Family Portal and new registration pages when error messages occur and families need assistance with their accounts.
- Archives and stores historical registration data in compliance with organization, State, and Federal guidelines.
- Provides administrative support as requested by Department Director.
- Works with BAS Management Team to discuss, research, and build equitable policies and procedures associated with registering for fee-for-service programming.
- Participates and contributes in the review of fee billing and collection procedures as well as financial assistance criteria and procedures with BAS Management Team.
- Adapts to changes in third party financial assistance options.
- Coordinates with BAS Management Team to create a detailed annual registration timeline and set deadlines for required program forms, materials, and website content.
- Works with the BAS Management Team to build, promote, and manage complex lottery systems, waiting list processes, and messaging.
- Shares updated enrollment information with Site Supervisors and site teams on a weekly basis while supporting site teams with family information and policy details.
- Coordinates with Finance Department to assure accurate reporting and record keeping. Recommends process improvements, as recognized.
- Partners with Communications Manager to make website updates and send department messages to families when opening and closing enrollment for each BAS program.
- Ensures policies and practices are followed that lead to safe and successful program experiences for all participants and staff.
- Acts as a role model for enjoyment, integrity, and dedication in the work of Camp Fire Columbia
- Supports the mission, purpose, and leadership of Camp Fire Columbia and projects a positive image of Camp Fire Columbia .
- Attends regular Camp Fire Columbia meetings and events.
- Maintains punctual, regular, and predictable attendance.
- Works collaboratively in a team environment with a spirit of cooperation.
- Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers, volunteers, parents, and contractors; including the ability to communicate effectively and remain calm and courteous under pressure.
- Respectfully takes direction from Department Director.
- Other duties as assigned.
This position does not have any staff supervisory responsibilities.
- Uses a racial equity lens when creating registration and payment policies associated with BAS program enrollment, scholarships, and addressing financial situations.
- Individually responsive to particular situations when addressing enrollment supports and family need.
- Ability to collaborate as part of a team.
- Ability to prioritize and multitask effectively.
- Self-starter, proactive.
- Adapts to needs of the department when out of routine or schedule.
- Flexibility and willingness to adapt to the needs of the organization.
- Always treats youth, families, coworkers, and volunteers with respect and kindness.
- Be a positive role model for youth and adults at all times.
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily . The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Bachelor's degree from four-year college or university and one to two years related experience and/or training; or equivalent combination of education and experience.
Ability to read, interpret, and produce documents for purposes of documenting and updating safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to read, respond to, and create informative emails for customers of various backgrounds. Ability to speak effectively before groups of customers or employees of organizations. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra, geometry, and logic.
Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processing, creating PDFs and create fillable PDFs presentation creation/editing, email communication, and analyzing registration software to determine best processes for BAS programming.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Certificates, Licenses, Registrations:
This position does not require any certificates, licenses, or registrations. Enrollment in the Central Background Registry (CBR)is preferred.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must frequently move up to 25 pounds. While performing the duties of this job, the employee is regularly required to detect sound and communicate with others in a group setting or one on one setting. The employee is frequently required to be stationary and get low to the ground to detect and/or move items. The employee is occasionally required to ascend or balance and detect flavors and scents.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Camp Fire welcomes and embraces all youth children of diverse cultures, beliefs, experiences, and identities. We are committed to creating a culturally-responsive, inclusive, and safe environment for all children, families, and staff.
Camp Fire Columbia is an Equal Opportunity Employer. Employment decisions are made without regard to race, age, religion, color, gender, gender expression and identification, sexual orientation, national origin, physical or mental disability, marital or veteran status, or any other classification protected by law.