Camp Registrar

Job Description

Position Overview
The Camp Registrar is the main touchpoint for parents and is in charge of the database.
This person runs behind the scenes logistics for camp including organizing registrations,
transportation, scholarships and managing parent communication. They work in the Carrollton
office and report to the Director of Finance and Operations and work closely with all members
of the Dallas and Big Sandy Staff. The successful candidate is a self-starter that enjoys working
in a team environment.
This position is based in our Carrollton, Texas, office (with regular monthly visits to
camp in Big Sandy) and offers the opportunity to make a lasting impact on a ministry poised
for continued expansion.

Key Responsibilities
Registration and Database Management:

-Coordinates all registration activity working closely with staff and camp parents (This includes registrations for Summer camp, Day Camp and year round events.)

-Maintains and updates all CampMinder registration database for camper registration, payment, medical forms, authorizations and waivers and parent communication

-Works closely with camp staff on all registration issues including cabin and counselor assignments, medical forms and prescriptions, bus schedules and parent and camper communication.

-Manages our scholarship process including the applications, committee meetings and distribution.

-Coordinates all seasonal staff applications and form management working closely with full-time staff.

-Run staff background checks.
-Manage registration days twice a year.

Parent Engagement:

-Assists customers (including camper parents, vendors, staff, and donors) with questions and requests, responding to phone calls and emails.

-Work closely with the marketing coordinator to plan and execute the communication plan for summer.

-Sends invoices and follows up with customers to ensure payment

Office Management:

-Coordinates staff meetings with the Executive Director including scheduling, gathering items for agenda, and note taking/distribution

-Manage the office day-to-day and place any necessary orders

-Manages bus transportation scheduling for summer camp and Alive Again weekend

-Organization and input of Excel data for multiple projects

-Compiles information and prepares periodic reports, including ongoing summer camp registration and manages group calendars

-Responsible for various financial and management reports and works with financial staff to process all deposits and payments for camp registration

-Coordinates peripheral activities of Summer Camp and Year-Round programming including scheduling of transportation, documenting of camper medications and pickup and drop off process working with camp and office personnel

Mission Alignment:

-Uphold and integrate The Pines' Catholic mission and values in all parent interactions.

-Act as an ambassador for the ministry, ensuring all communications reflect the joy, authenticity, and faith that define the camp experience.

Qualifications

-Possess outstanding organizational, planning and written and verbal communication skills.
-Must be proficient in Microsoft office (Word, Excel, etc.), Google Docs and be familiar with data-based programs.
-Safe-Environment Cleared in the Dallas Diocese.
-Available to work some weekends and overtime as required, specifically during the summer season and registration seasons in November and January.
-Excellent interpersonal and communication skills.
-Ability to work on multiple projects simultaneously.
-Discretion and confidentiality required.
-Possess a Christ-centered, hospitable demeanor as the front line rep to parents.

Please send your resume and cover letter to registrar@thepines.org.

About the Employer

The Pines Catholic Camp is a retreat and summer camp facility located about two hours east of Dallas in Big Sandy, Texas. For over 35 years, The Pines has been a welcoming space for campers and visitors to encounter Jesus and deepen their faith through camp activities, prayer experiences, and the glory of God's creation.

With a firmly Christ-centered and relational approach, we aim to provide a space for the transformation of hearts and an embrace of the Gospel and the Christian life.