Registration Coordinator


Hidden Villa is seeking an organized, motivated individual to steward the administration and operations of the Education Department. The Registration Manager reports directly to the Senior Manager of Education and will work with other members of the education team to ensure smooth and efficient operations within the department and to support communications and systems across departments. They will provide excellent customer service and look for ways to serve as an ambassador for Hidden Villa in the community. This is a fast-paced office that requires flexibility and a sense of humor.

Candidate Qualifications

  • Highly organized, strong time management skills, and a high attention to detail

  • Ability to exercise sound judgment and to work independently without direct supervision

  • A high level of curiosity with strong data collection, recording and analytical skills

  • Ability to act with sincerity, diplomacy, and tact when working with the public and Hidden Villa supporters

  • Systems-oriented thinking and ability to create effective processes

  • Proactive and responsive customer service, interpersonal, and verbal and written communication skills.

  • Proficiency in learning and teaching across multiple software platforms (like Ultracamp, Arlo, etc.)

  • Proficiency in MS Office, Google Suite programs and database applications

  • An ability to build and maintain positive working relationships within a diverse workplace, maintaining composure and a sense of humor, under pressure.

  • Valid California driver’s license, clean driving record; CPR & First Aid certified or willing to obtain

  • A love of the outdoors, a willingness to operate in close connection with nature

Encouraging Applications from All Backgrounds

Hidden Villa is committed to creating a more diverse, equitable and inclusive organization at all levels. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

How to Apply

Please send a cover letter and resume to [email protected] 

Key Responsibilities


  • Support the synthesis and analysis of the education department’s demographic and evaluation data to be used in reporting, communications and development 

  • Create systems and structures for organizing and maintaining records and information necessary for registration management

  • Support financial record keeping of payments, invoices and other relevant budget data

  • Support the administration and allocation of scholarships and aid to schools and groups with a demonstrated financial need

  • Collaborate with program managers to assess administrative needs 

  • Provide office management support to program staff (ordering supplies, organizing spaces, working with technicians, maintaining radios, etc.) 

  • Manage and facilitate the implementation and training of registration software

  • Draft and maintain system documentation and training documents to assist staff with use of software systems

Customer Service and Communications:

  • In collaboration with the Senior Manager of Education and Communications Department, schedule and create regular communications to teachers, clients and partners 

  • Manage general program communications (phone, email and face-face) with the public and provide direct customer service or staff introductions when appropriate

  • Effectively register participants for educational programs via phone, email, online and in-person

  • Ensure all data is accurately collected, recorded and stored and available for reporting through multiple software systems (Ultra Camp, Arlo)

  • Ensure an excellent participant experience as the first point of contact for Hidden Villa

  • Troubleshoot customer service, data collection/entry and other registration issues

  • Understand and effectively communicate a consistent message about the rich assets of Hidden Villa’s programs to the public

  • Provide excellent customer service to clients, partners, and volunteers

Terms of Employment

This is a non exempt position that averages 30 hours/week. Workdays are Monday through Friday.  Occasionally weekend or evening shifts will be required to support organization/board events.  Compensation is set at $28/hour. Hidden Villa provides an excellent benefit package that includes vacation and sick leave, medical, dental, vision, acupuncture/chiropractic and retirement benefits. The start date for this position will be November 2022. All applicants will be required to do Live Scan fingerprinting before hire.  Hidden Villa is a non-smoking environment.