What are the responsibilities and job description for the Registrar position at Kanuga Conferences, Inc.?
Kanuga Conferences, Inc.
Job Title: Registrar
Classification: Full-time, non-exempt position under the Fair Labor Standards Act (FLSA).
Reports to: Senior Advisor for Program Innovation
About Kanuga
Kanuga, an independent, non-profit organization in the Blue Ridge Mountains of western North Carolina is a gathering place inviting all people to connect with each other, nature, and the Creator. We seek to foster community, personal growth, and a connection to nature through our various programs.
Camp Kanuga (founded in 1931) is an ACA-accredited, Episcopal summer camp with a legacy of 93 seasons. It provides transformative experiences for children and youth in a supportive, enriching environment.
Job Title: Registrar
Classification: Full-time, non-exempt position under the Fair Labor Standards Act (FLSA).
Reports to: Senior Advisor for Program Innovation
About Kanuga
Kanuga, an independent, non-profit organization in the Blue Ridge Mountains of western North Carolina is a gathering place inviting all people to connect with each other, nature, and the Creator. We seek to foster community, personal growth, and a connection to nature through our various programs.
Camp Kanuga (founded in 1931) is an ACA-accredited, Episcopal summer camp with a legacy of 93 seasons. It provides transformative experiences for children and youth in a supportive, enriching environment.
Kanuga Sponsored Programming held at Kanuga Conference Center includes conferences, retreats, and residencies for various groups—ranging from small gatherings to larger events of up to 400 participants.
Kanuga serves a broad community, welcoming diverse groups for meaningful, enriching experiences.
Position Overview
The Registrar is a key administrative position responsible for managing registrations and providing exceptional customer service to Camp Kanuga families and Kanuga program participants. This role ensures smooth operations for camp registrations, event logistics, and program coordination.
Key Responsibilities
The Registrar is a key administrative position responsible for managing registrations and providing exceptional customer service to Camp Kanuga families and Kanuga program participants. This role ensures smooth operations for camp registrations, event logistics, and program coordination.
Key Responsibilities
- Administrative Contact
- Serve as the main point of contact for camper families, conference, and event participants via phone, email, and reservation software.
- Technical Skills & Expectations
- Become proficient in using CampBrain (registration software) and Eventbrite (ticketing software) to manage data, registration, and program coordination across multiple departments.
- Proficiency in Microsoft suite, especially in Excel, to reconcile payments received and refunds processed to accounting records.
- Responsibilities
- Manage camper and event registrations, including database management, payment and refund processing, and report generation. Follow up on outstanding balances due to ensure all balances are paid in full prior to the event or camp session.
- Manage ticket sales and event logistics
- Oversee communications with external program partners, including managing scheduling and coordinating group bookings.
- Assist with pre-event communication, on-site support, order fulfillment, and post-event reporting.
- Reconcile camp store balances through Campbrain software for accurate donation and balance due reporting. Follow up with camp families as needed to clear accounts.
- Work with the Sales Department on request for proposal submissions.
- Coordinate housing information for participants and in conjunction with the Sales department for events.
- Collaborate with Marketing & Communications on web pages and promotional materials.
- Manage Kanuga Trails Conservancy (KTC) memberships including payments, renewals, new member packets and communications.
- Additional Support
- Provide administrative assistance for programs, retreats, and conferences as needed.
- Other Duties
- Perform other tasks as assigned by the Senior Advisor for Program Innovation.
Accountability
While reporting directly to the Senior Advisor for Program Innovation, this role also maintains accountability to the Camp Directors and collaborates closely with the Program and Event staff.
Qualifications
Demonstrated Success In:
While reporting directly to the Senior Advisor for Program Innovation, this role also maintains accountability to the Camp Directors and collaborates closely with the Program and Event staff.
Qualifications
Demonstrated Success In:
- Collaborative Work Environments: Experience working with teams and adapting to fast-paced environments.
- Customer Service & Database Management: Exceptional service to constituents, managing databases, ensuring accuracy, and generating reports.
- Problem-Solving: Ability to quickly identify issues and implement effective solutions.
Demonstrated Ability To:
- Communicate with Diverse Groups: Effectively engage with individuals from various backgrounds, both professionally and compassionately.
- Explain Complex Information: Clearly convey processes and policies to diverse audiences through written, verbal, and in-person communication.
- Work Independently & in Teams: Manage tasks independently while collaborating with teams, ensuring accuracy and efficiency.
- Use Software Effectively: Proficient with Microsoft Suite, Google Workspace, Eventbrite, and other related software used for registration, scheduling, and communication.
- Perform General Office Duties: Manage office tasks such as filing, correspondence, and maintaining office supplies.
Desired Experience and Education
- Education: High school diploma or equivalent (required).
- Associate’s or bachelor’s degree in a related field (preferred).
- 2 years of office administration experience (required).
- Experience in customer service, event coordination, or a similar role (preferred).
- Familiarity with registration and event management systems (preferred).
Commitment to Growth:
- Ongoing professional development, learning new technologies, and staying current with industry best practices.
Work Schedule and Location
- Initially on-site at Kanuga, with the potential for hybrid work after training and performance evaluation.
- Flexible hours, including evenings, weekends, and holidays during peak seasons.
Physical Requirements
- Ability to work indoors with occasional outdoor tasks.
- Ability to sit or stand for extended periods.
- Ability to lift up to 25 lbs.
- Comfortable using standard office equipment, such as computers and phones.
Benefits
- Medical, dental, and vision coverage.
- 403(b) retirement plan with employer matching.
- Generous PTO, including vacation, sick days, and holidays.
- Access to mental health resources
