|Job Title: Registration Manager
Reports To: Business & HR Manager Position
Purpose: To manage all registration, retreat contracting, registration-related communications and related data reporting for Crossways Camping Ministries.
Crossways Mission and Vision: Crossways Camping Ministries is focused on bringing people together in Christ so lives are changed and communities enhanced. This mission is accomplished by a commitment to providing year-round, quality, faith-empowered discovery.
Position Overview: The Registration Manager position is a full-time Monday-Friday position and is primarily responsible for scheduling all camp programs and retreat groups and overseeing the registration of all camp participants at the three Crossways camps. The Registration Manager serves as the primary communication link between the Camp Directors and the administrative office and serves as data manager for all records relating to camper/attendee participation and camp usage.
Essential Job Functions:
• Registration-related responsibilities:
o Set up and maintain Campwise registration software and train staff on its use
o Receive and process registrations for summer programs (confirmation camp, youth camp, and family camp), as well as for Crossways programmed retreats and special events such as Bus Tours, the annual Crossways GALA, and other events as needed.• Data Reporting responsibilities:
o Maintain data on camp utilization and registrations in Campwise and do periodic data cleanup
o Update dashboards and spreadsheet reports for staff meetings or as required
o Provide month-end data to the Business & HR Manager on retreat invoicing/payment activity and online canteen deposit activity
• Retreat-related responsibilities:
o Respond to requests for information and availability of camp facilities for private retreats
o Schedule all bookings for facility usage for private retreats
o Prepare and send contracts for private retreat group bookings and record payments
• Payment-related responsibilities:
o Invoice, record, and acknowledge all payments related to registrations, camper fees, private retreat groups, Day Camp and online camp store deposits
o Communicate with parties who are overdue on payments to ensure collection
• Scheduling-related responsibilities:
o Assist Camp Directors in developing master schedule of summer programs and retreats
o Set up, maintain, and train for proper use of the Google master calendars and coordinate calendar planning and updates
• Communication responsibilities:
o Coordinate and execute electronic communications including Constant Contact emails, e-news blasts, web site updates, and other media as needed
o Assist the Executive Director, Board of Directors, and committees with implementing other communications as needed, including coordination of appeal mailings throughout the year
o Under direction of the Executive Director, make arrangements for the Annual Meeting, coordinate the production of the Annual Report, send out required communications in advance of the meeting, and serve as the day-of, on-site coordinator for the event
• Administrative responsibilities:
o Open and distribute office mail and answer and respond to general phone, email and in-person inquiries
o Prepare and distribute staff meeting agendas and serve as meeting leader
o Administer rights and security for Dropbox accounts and train staff on proper usage
o Serve as the liaison with outside IT company for needed service or other IT assistance
o Analyze and make recommendations regarding software/hardware needs and office processes
o Participate in staff, board, and other meetings and special events as directed by the Executive Director
o Other duties and expectations as assigned at the discretion of the Executive Director.
Reports to the Business & HR Manager
Works closely with the Executive Director, Business & HR Manager and the Administrative Assistant to ensure the effective operation of the administrative office
Has direct relationships with the Camp Directors, congregation leaders, retreat group leaders, parents of campers, and the general public
Degree or certification in office administration or related field, or possesses a minimum of three years’ experience working in office administration or data management. Non-profit administration experience is a plus.
Proficiency in use of Microsoft Excel for database creation, management, and data reporting (testing may be required); experience with customer management software or Campwise is desirable
Demonstrated experience and willingness to learn new registration software; position is very software-driven, so applicant must be comfortable navigating and learning new software
Excellent skills in Microsoft Word and Gmail/Google Calendar
Strong ability to problem-solve as it relates to scheduling and ability to work independently
Strong ability and comfort level in communicating effectively with a wide variety of constituent groups
Ability to manage and prioritize tasks in an active office environment
Willingness to support the mission of Crossways Lutheran Camping Ministries
Excellent phone and customer service skills, as well as excellent oral and written communication skills
A qualified candidate is one who is able, with or without accommodations, to:
Lift up to 50 lbs. occasionally (file boxes, primarily)
Endure sitting, standing and moving for long periods of time (60 minutes or more)
Identify and respond quickly to sounds, including those relating to the telephone or doorbell, as well as normal environmental and other hazards typical of an office environment
Pay and benefits are commensurate with experience. Benefits package includes paid vacation, sick time, holidays, health insurance, retirement plan, etc.
Application Process: To apply, email a cover letter and resume to Lindy@crosswayscamps.org. Your cover letter should reference your experience in the essential job functions for this position.
Crossways Camping Ministries
912 North Oneida Street
Appleton, WI 54911
*Crossways Camping Ministries is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. We celebrate God’s diverse creation and are committed to an inclusive environment for all employees.