Summer Camp Registrar

Job Title: Summer Camp Registrar
Reports to: CE Program Manager
Department: Camps
Employment Status: Non-Exempt Seasonal
Overall Function: The Summer Camp Registrar plays a critical role in ensuring the smooth operation of camp registration and administrative processes. This position manages camper enrollment, maintains accurate and confidential records, coordinates registration logistics, and serves as a primary point of contact for camper families.
In alignment with American Camp Association (ACA) standards, the Registrar supports a safe, organized, and welcoming camp experience by ensuring accurate documentation, timely communication, and strong collaboration with camp staff.
Summary of Responsibilities
1. Family Communication & Customer Service
a. Serve as the first point of contact for camper families, providing friendly, professional, and timely support.
b. Respond promptly (within 24 hours) to emails, phone calls, and inquiries; direct inquiries to appropriate staff as needed while maintaining clear communication.
c. Assist with camper check-in and check-out procedures to ensure a smooth and positive experience for families.
d. Prepare and distribute welcome packets and essential pre-camp information to registered families.
2. Registration & Records Management
a. Manage the camper registration process, ensuring all required forms and documentation are completed, processed, and stored securely.
b. Maintain accurate and up-to-date camper records, including medical forms, emergency contacts, and participation details.
c. Organize, update, and securely store camper, family, and staff information in accordance with confidentiality and data protection standards.
d. Retrieve information efficiently and provide accurate reports to support camp operations and leadership needs.
3. Operational & Administrative Support
a. Prepare, update, and distribute key operational documents, including cabin assignments, daily schedules, travel rosters, and attendance lists.
b. Assist with organizing and managing materials and supplies for campers and staff.
c. Oversee the packing, tracking, and shipment of lost-and-found items following camp sessions.
d. Coordinate registration logistics to enhance efficiency, accuracy, and organization.
e. Work collaboratively with the camp office team to ensure seamless daily operations.
Joy Outdoor Education Center, P.O. Box 157, Clarksville, OH 45113 Page 2 of 3
4. Compliance, Flexibility & Team Support
a. Follow and uphold Camp Joy policies, procedures, and safety guidelines.
b. Demonstrate flexibility in responding to changing schedules and assisting with additional camp tasks as needed.
c. Model a culture of client focus, collaboration, accountability, and continuous improvement consistent with The Camp Joy Way.
d. Support Camp Joy’s commitment to learning and innovation by contributing ideas and improvements to registration and administrative processes.
Observable Behaviors
Customer Service
• Role Model: Demonstrates respectful, positive, and professional interactions with parents, campers, and clients.
• Relationship Building: Learns agency partner names and recognizes returning camper families; maintains conversational and productive correspondence.
• Above & Beyond: Responds efficiently and effectively to camper and family needs.
Teamwork
• Flexibility: Remains adaptable, calm under pressure, and helpful in a fast-paced camp environment.
• Communication: Maintains open communication and responds in a timely manner to staff and families.
Work Quality
• Professionalism: Consistently conveys positivity, politeness, and attention to detail.
• Timeliness: Arrives prepared and on time for all assigned shifts, meetings, and responsibilities.
• Initiative: Identifies opportunities to improve efficiency in registration and correspondence processes.
Performance Measures
• Achieves an average rating of “meets or exceeds expectations” on staff evaluations.
• Receives program client evaluation scores of 3.85 or higher for specialty camps.
Joy Outdoor Education Center, P.O. Box 157, Clarksville, OH 45113 Page 3 of 3
Qualifications:
• Minimum 21 years of age or older
• College degree preferred but not required.
• Prior experience in customer service, administrative support, or youth programming strongly preferred.
• Strong computer proficiency, including Microsoft Word, Excel, databases, and general administrative software (training provided as needed).
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to multitask, problem-solve, and handle confidential information with discretion.
• Experience working with families and utilizing basic conflict-resolution skills.
• Team-oriented mindset with the ability to collaborate effectively in a fast-paced environment.
• Comfort with phone-based communication and engaging with camper families.
• Ability to work flexible hours, including occasional weekends during camp sessions.
• Ability to lift, carry, and assist with loads of up to 10 pounds.