Registrations Coordinator

Job Title:  COR Registrations Coordinator               

Department:  COR Expeditions

Status:  Full Time w/ benefits – Fundraising Required

Reports To:  COR Administrative Director

Work Schedule:  Office hours are M-F 8:30-5:30. Occasional evening and weekend hours will be required.

Position Summary:  The COR Registrations Coordinator receives all general inquiries submitted via the COR information phone number and email address, collects all registration information and payments, and maintains and develops the registration system.

Primary Job Responsibilities:

1. Respond to general inquiries about COR by phone and email and connect interested parties with the appropriate COR or WCC staff.
2. Dialogue with clients and course participants to provide information and forms, screen participants, communicate trip logistics and transportation, and work with clients and participants to ensure all paperwork is received and accessible by COR staff by the registration deadline (waivers, medical forms, food allergies, gear rental requests, travel information, etc.).
3. Maintain and improve the COR registration system in order to make the registration process and all necessary course information as clear and easily accessible to participants as possible: updating forms, clarifying instructions, writing and sending or scheduling email notifications to trip participants, and answering frequently asked questions.
4. Promote both open-enrollment and contract courses through the creation and/or distribution of course-specific promotional materials and networking efforts. For contract courses, this will be done in close collaboration with the client’s trip coordinator. 
5. Invoice clients and follow up with participants for the final balance due on their course.
6. Course follow-up to ensure completion of post-course surveys/debriefs with clients, participants, and/or instructors, and enable effective communication from the WCC Office of Internal Advancement and WCC Admissions Office with course participants.
7. Assist with COR marketing efforts such as website maintenance, COR “store” merchandise orders and tracking, and general communications with partner organizations and diocese contacts to promote COR programming.
8. Recruit Chaplains for COR and WCC outdoor trips and coordinate their registration, transportation, and lodging.
9. Daily administrative duties including but not limited to printing, copying, scanning, filing, retrieving and distributing mail, shipping, stocking office supplies, answering phones and emails, and keeping office clean and organized.

Additional Functions/Responsibilities:

• Support the WCC Outdoor Leadership Program through assistance with course paperwork, tracking student payments, selling merchandise to students, and coordinating trip logistics such as trip meetings, comms assignments, gear issue, and de-issue.

• Drive clients and participants to and from courses/airports and escort them if they come to visit the WCC campus and/or Pinedale Ranch.

• Additional duties as required. COR is a young organization and the requirements of this position may change as we grow.

 

Minimum Requirements:

• Mission-driven and excited to represent the goals of Wyoming Catholic College, and specifically COR Expeditions to a wide population. COR exists to “reclaim the wealth of people’s identity and purpose in Christ.” All COR employees must be excited and willing to engage in this mission.
• Extremely organized and attentive to details.
• Excellent proven customer service skills. 
• Strong interpersonal skills – able to consistently communicate verbally and in writing on a professional level.
• Reliable – able to maintain confidentiality when working with sensitive information.
• Self-motivated and proactive, able to work independently and collaboratively.
• Bachelor’s degree or equivalent experience.
• Ability to maintain a positive attitude in the face of changing priorities and deadlines and to be creative with time management. 
• Flexibility, creativity, and proven problem-solving skills to meet and adapt to the needs of a growing non-profit organization.
• Motivation and energy to fundraise and maintain a personal support team (training will be provided).

 

Preferred Skills/Experience:

• Prior experience working with COR Expeditions and/or the WCC Outdoor Leadership Program.
• Bachelor’s degree in Business, Business Management, Business Administratration or similar.  
• 1-2 years prior administrative/office experience.
• Clean driving record and experience driving 12 passenger vans and trailers.
• Proven ability to take initiative, recognize needs, and brainstorm creative ideas/solutions to better meet the needs of COR Expeditions.
• Current WFR (Wilderness First Responder) and CPR certifications. 

 

Additional Details:

Initial two-year commitment for the position is requested, though employment is at-will. The position will be half support based and half paid, meaning that the employee is expected to fundraise half of their salary. This will help the Registrations Coordinator to develop additional buy-in with the mission of the organization, join in the fundraising with the rest of the COR staff, and build the COR support team.

 

Level of Supervision Received/Given:

Moderate; some projects will have a high level of supervision while others will have little to none.

 

Special Working Conditions:

This is primarily an office position but may employ a more active role with a variety of tasks and responsibilities.

 

Timeline:

Applications will be accepted on a rolling basis, but we are looking to fill the position as soon as possible.

 

To Apply: 

Complete a Wyoming Catholic College Job Application at https://wyomingcatholic.edu/employment-application/ (including resume, cover letter & certifications).  

 

For More Information:  Contact Zach Carlstrom at 307-335-4333 or email zach@corexpeditions.org

 

COR Expeditions/Wyoming Catholic College does not discriminate on the basis of race, color, religious, national and ethnic origin in its hiring and employment practices.