Registrar of School Age Programs

POSITION SUMMARY:

The School Age Programs Registrar is primarily responsible for managing the administrative aspects of camp and after-school registration including camper intake, paperwork processing, fee collection, data entry, and maintaining accurate records. The position is responsible for ensuring smooth registration processes while adhering to YMCA and VA Licensing policies and guidelines. The position acts as the central point of contact for all camper information and registration needs. The position serves as the primary point of contact to maintain compliance with all Virginia Department of Education Licensing standards.

ESSENTIAL FUNCTIONS:

Registration Management

• Creates registration and intake systems for camp and after-school programs in YMCA registration systems (Daxko & CampDocs).

• Processes school-aged program registrations and creates subsequent rosters.

• Collects registration fees and manages/reconciles financial transactions with direct payments from parents and all third party billings (e.g. Department of Social Services).

• Maintains accurate camper data in all registration systems (Daxko & CampDocs).

Administrative Tasks

• Generates registration materials and communications to parents.

• Responds to inquiries relating to the camp and after-school program registration procedures.

• Manages waitlists and cancellations.

• Completes intake processes regarding participant needs with special accomodation requests and liaisons request to Sr. Director of School Aged Programs.

• Assists with hiring processes for school age program staff.

Compliance

• Ensures all camper registration files adhere to YMCA and licensing regulations.

• Maintains camper medical records and necessary documentation to adhere to YMCA and licensing standards.

• Submits site renewals and applications for all camp and after-school sites to licensing.

• Collaborates with all Site Directors at each camp and after-school site to ensure that each site is compliant with licensing standards.

• Maintain staff records for school aged program staff in accordance with licensing standards.

Miscellaneous

• Assists in YMCA special events.

• Assists in procurement of supplies for school aged programs.

• Assists with front desk operations for registration opening periods.

• Performs other duties as assigned.

LEADERSHIP COMPETENCIES:

Advancing Our Mission & Cause: Engaging Community, Volunteerism, Philanthropy, Change Leadership

Building Relationships: Collaboration, Communication & Influence, Inclusion

Leading Operations: Critical Thinking & Decision Making, Fiscal Management, Functional Expertise, Innovation, Program/Project Management

Developing & Inspiring People: Developing Self & Others, Emotional Maturity

QUALIFICATIONS:

• Required Experience

  • Any combination of education and experience equivalent to a Bachelors degree from an accredited college or university in a related field.

  • 2 years experience in delivery of a licensed child care and/or camp program in an administrative role.

  • Meet qualifications of a Program Director as detailed in regulations for Licensed Childcare in Virginia.

• Knowledge, Skills, and Abilities

  • Knowledge of principles, processes, and procedures related to Licensed Childcare programs in Virginia.

  • Ability to use a personal computer and applicable software systems.

  • Ability to keep abreast of developments in the field/industry.

  • Knowledge of principles and practices of YMCA management and non-profit administration.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• 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.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.

• The employee frequently is required to sit and reach and must be able to move around the work environment.

• Sufficient strength, agility and mobility to perform essential functions and to supervise program activities in a wide variety of indoor and outdoor locations.

• The employee must occasionally lift and/or move up to 50 pounds.