Eliot Registrar - Job Description
(4/03; amended Oct 2005)
Summary: This is a contract position to ensure accurate conference registration and records, adequate communication to registrants and potential registrants, and basic office assistance services to the Eliot Institute, a nonprofit organization affiliated with the Pacific Northwest District of the Unitarian Universalist Association.
Qualifications: Business license and demonstrated ability to provide required services. Strong organizational, written and oral communication, and interpersonal/customer relations skills. Excellent computer skills, including advanced skills in word processing and database management, using existing Access-based software, Microsoft Office Suite for PC. Demonstrated competence in all basic office skills, including cash & inventory management. Bondable; background check required. Provide own transportation, office site & resources.
Commitment and Compensation: Requires an average of 10-15 hours per week throughout the year, including up to full-time during the summer and winter conference periods. Compensation and terms are described in a separate agreement for services.
Specific Responsibilities:
1. Pick up and distribute Institute mail, email and phone messages. Process and deposit registration fees and gifts. Facilitate transmittal of conference and Institute materials as needed.
2. Maintain conference registration records and database, assign housing, facilitate special needs and correspond with registrants as needed. Respond to inquiries on conference registration. Ensure timely and accurate billing and manage accounts receivable. Prepare and send conference staff contracts at the direction of conference Dean, Program Committee chair.
3. Provide timely and accurate information to Board, conference volunteers, host facilities regarding registration for all conferences. Send speaker contact information to Deans.
4. Prepare and distribute conference materials, including pre-conference newsletters, rosters and check-in packets, information on future registration.
5. Attend conferences and manage check-in, support volunteer leaders and facilitate conference operations as needed, ensure availability of appropriate Institute records, provide reports to camp newsletter as needed, collect sample materials as needed for camp file, deliver staff stipends to conference Deans for distribution, register attendees for future conferences and collect evaluations at close of conference. Maintain a regular office hour and attend staff meetings the first two days of camp and on other days as requested by the Dean(s).
6. Following each conference, compile and deliver camp file to Recording Secretary/ Archivist. Receive and distribute conference staff reports; submit request for Dean's stipend upon receipt of Dean's report. Close registration books on conference and prepare for following year, per established procedures.
7. Transmit invoices and reimbursement requests to Eliot Treasurer as received.
8. Provide labels and addresses as needed to support promotional efforts.
9. As items are identified, advise Web Manager, Communications Committee and Board of updates needed to Web site and print materials. As time allows, support development of publicity material including newsletters, flyers and web resources.
10. Revise and update Administrative Procedures Manual as needed.
11. Attend all Board meetings.
12. Maintain Eliot office equipment, hard files and office supplies, replace as needed. Bring office equipment, hard files and office supplies to each camp and to each Board meeting.
13. Store Eliot chalice; bring chalice to each camp and to each Board meeting.
14. Receive pictures and bios from candidates for the Board election; create a ballot and bring ballots to each summer camp.
15. Receive Seabeck’s contract paperwork for the annual January weekend Board retreat at Seabeck. Contact Board members and in-coming new Board members re: their expected attendance, room requirements, dietary needs, possible addition of non-Board members, and costs. Send information to Seabeck re: number of people expected, room assignments and special food requirements.