JOB SUMMARY:

Performing under the general direction and supervision of the Recreation Manager for The Enrichment Academy, the staff member assists with direct oversight of the divisions daily operations. This is a multi-faceted position responsible for supporting various functions that include daily interaction with instructors, staff and customers, problem solving and reporting data. Staff member works with a general outline, prioritizing responsibilities on a day to day basis under general supervision. Other duties and accountabilities include, but are not limited to; registrations, refunds, transfers, community special events, acting as a contact person to set up new community education volunteers and adjunct instructors, interacting with existing Enrichment Academy adjunct instructors on contract renewals and new curriculum, recruitment of new instructors and educating residents/guests on curriculum and events. Position requires optimal customer service skills, both verbal and nonverbal, which include dealing with problems and/or complaints in a courteous and professional manner at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative

Registrations

• Process registrations, refunds, and/or transfers using registration software including walk-in requests, phone calls, mail in and online internet requests.
• Assists with curriculum and registration questions and payments received.
• Assist customers and staff with online registration and navigation of website information.
• Review Facility Schedule weekly to ensure courses are at max.
• Contact waitlisted students to fill courses and collect payments.

Curriculum Events

• Demonstrates knowledge of all Enrichment Academy events, and special events, and will be present and accessible to ensure optimal customer service at events and meetings.
• Provides assistance, direction and information to existing and new volunteers and adjunct instructors. Sets up new curriculum events for adjunct instructors in registration software for renewing and maintaining educational curriculum, updating contact information, and includes inventory of their requirements for the event(s).
• Assist with organizing the Spring & Fall Expo, assign tables and provide packets, copies & name tags for Expo

Reporting

• Follows District incident reporting protocols for all incidents related to self, residents and/or students, including but not limited to health, safety, lost items and/or facility conditions by reporting same immediately to the Recreation Manager – Enrichment Academy at the time of such incident, or no later than the end of an assigned shift.
• Tracks and update information for under minimum and full events, cancellations and wait lists.
• Email roster & attendance sheets weekly to Managers and Instructors.
• Tracks and updates interest survey information for possible curriculum additions.
• Furnish Facility Schedule and other reports to Manager & Facility Specialists, compare the report from the week before, code and prep for emailing from Max Galaxy.
• Record and report low enrollment counts, min/max adjustments.

Finance

• Opens and closes register, processes registrations per specified procedures, reporting any loss or issues to manager the same day.
• Follows cash handling procedures for collecting monies.

• Handles daily closeout information and reports for accounting department.
• Process Purchase Listing report, review for potential outstanding balances.
• Process online credit card transaction report and furnish to Finance daily.

Recordkeeping

• Maintains recordkeeping, either manually or via computer, as directed and within designated timeframes.

Recordkeeping may include, but is not limited to, entering attendance data, tracking under minimums, Event Set-up Reports, non compliance data, Guest ID stats or other duties as assigned.

• Review Max Galaxy regularly to be sure the courses are listed correctly.
• Review Roster for double bookings or any other issues.

Data Entry/Publications

• Input all course data in MaxGalaxy and Safari computer programs
• Assist with catalog and publication review

General

• Receives incoming calls, secure identity of caller when required, and complete connection. Answer telephone calls by identifying self and facility, and provide to caller accurate information. When forwarding calls to staff, request name and nature of the call.
• Acknowledges and welcomes all visitors in a positive and cheerful manner upon entry to facility or initial interaction at facility site, and provide accurate information about departmental and center activities.

• Weekend scheduling may be required for Enrichment Academy special events.

• Resides primarily at one location, the ability to travel to other Recreation locations at Department’s request due to business needs is also required.

• Abides by department dress code at all times, wearing proper attire to perform all job duties.
• Keeps current with District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities.
• Performs other special assignments and tasks required as assigned by, Director of Recreation and Recreation Manager – The Enrichment Academy.

Performs other duties as assigned.