Position Summary:

The Registrar, reporting directly to the Registration Manager, is responsible for guiding COCA students and their families in the selection and enrollment in COCA programs. The individual in this role is expected to provide exemplary customer service to all students, family members, employees and visitors that conduct business with the Registration Office. This role will also be responsible for maintaining student and family records, and creating communications for COCA families as it pertains to classes and camps.

Essential Functions:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Patron & Student Services:

• Conduct telephone and in-person interviews to help patrons identify their interests and choose programs that fit their personal goals.
• Provide effective and prompt communication with potential and/or current students/parents via telephone, email and/or in person.
• Utilize critical thinking and problem solving skills to address and resolve student issues and ensure positive student experience.

Registration:

• Process registration fees and class/camp registrations for on-site.
• Email/mail receipts and confirmation letters.
• Serve as a contact for online registration, e-mail/mail receipts and confirmation letters.
• Process transfers.

• Contact students/families of cancelled classes/camps, or students on waiting lists as spots become available.
• Increase maximum capacities in classes & camps via ActiveNet
• Cancel classes and camps and contact effected students.
• Recommend policy and procedure changes based on patron feedback and department needs.
• Manage and organize patron files in back office.
• Manage all department forms.
• Assist with Registration data entry when needed.
• Assist with the Financial Assistance process; process incoming applications and communicate results.

Camp Support:

• Assist with all Camp Reports and Communication.
• Assist with camp communication to Camp Families: camp documentation sent out prior to camps, reminders for orientations, reminders of camp registrations.
• Assist with Before/After Care attendance and billing.
• Assist with Authorized Pick Up recording and reports.
• Other duties as assigned.

Education and/or Qualifications:

• Two (2) years of customer service experience is required.
• Arts background a plus.
• Accounting background is a plus.
• Computer Literacy, especially Microsoft Office. ActiveNet and/or RecTrac software experience a plus.
• A commitment to Diversity, Equity and Inclusion.

Competencies:

• Possess and demonstrate an excellent work ethic, positive attitude and sense of humor
• Ability to maintain a high sense of confidentiality.
• Must be able to establish and maintain effective working relationships with students, families, administrators, staff, and faculty.
• Must possess a high level of interpersonal and communication skills to accurately convey educational philosophies, discipline offerings and progression from basic to advanced.
• Ability to multi-task and prioritize workload in a fast paced environment. High attention to detail is important.
• Demonstrated ability to work effectively both independently and as part of a team.

Physical Demands & Work Environment:

• Must be able to lift at least 20 lbs.
• Ability to walk, stand and sit for periods of time.
• This position may require nights and weekends, dependent upon the Registration Office schedule.
• This position is required to work on-site.