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, sharing out important institutional reports and creating communications for COCA families as it pertains to Registration.

 

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 accommodation may be made to enable individuals with disabilities to perform these essential functions.

 

Registration:

  • Conduct telephone and in-person interviews with patrons and students to help identify their interests and choose programs that fit their personal goals.
  • Provide effective and prompt communication with potential and/or current students/families via telephone, email and/or in person.  
  • Utilize critical thinking and problem-solving skills to address and resolve student/family issues and ensure positive experience.
  • Process registration fees and class/camp registrations for on-site and off-site programming.
  • Email/mail receipts and confirmation letters.
  • Serve as a contact for online registration, e-mail/mail receipts and confirmation letters.
  • Process transfers and withdrawals.
  • Contact students/families of cancelled classes/camps, or students on waiting lists as spots become available.
  • Increase maximum capacities in classes & camps via COCA’s Registration software.
  • Recommend policy and procedure changes based on patron feedback and department needs.
  • Manage and organize patron files.
  • Manage all department forms.
  • Assist with Registration data entry.
  • Assist with the Financial Assistance process; process incoming applications and communicate results.
  • Other duties as assigned.

 

Camp Support:

  • Assist with all Camp reporting, including data entry and communication to the organization.
  • Assist with camp communication to Camp Families, including but limited to 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 proficiency is required, preferably Microsoft Office.  RecTrac software experience a plus.
  • A commitment to Diversity, Equity and Inclusion.

 

Competencies:

  • Possess and demonstrate an excellent work ethic.
  • 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:

  • Strong communication with patrons, students and other employees is required for this position.
  • 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, depending upon the Registration Office schedule.
  • This position is required to work on-site.