Office Manager and Registrar

About the Organization Vilda is a 501c(3) non-profit organization based in Fairfax, CA. We offer wilderness skills and nature education programs to children and families. You can learn more about us at https://www.vildanature.org/ About the Role We are seeking a versatile, highly organized, and proactive individual to be part of our worthwhile mission and join our team in Fairfax as an Office Manager and Registrar . This multi-faceted role serves as the operational backbone of our organization, ensuring our office runs smoothly, our administrative and HR systems are seamlessly managed, and our families receive excellent communication and registration support. While this position involves routine phone and email communication and occasional in person collaboration, the day-to-day work is primarily performed independently in a solo office environment. Key Responsibilities 1. Office & Facilities Management (Fairfax Office) Space Care & Maintenance: Maintain a clean, organized, and welcoming office environment. Inventory Management: Monitor and restock supplies. Maintain clear reorder thresholds. Vendor & Landlord Relations: Serve as the primary point of contact for landlords,handymen and utility providers. 2. Administrative Support & Financial Coordination Director Support: Provide administrative assistance to the directors. Financial Admin: Serve as the primary hub for receiving, organizing, and saving receipts and invoices. Issue reimbursement checks and pay service invoices promptly. 3. HR Coordination & Compliance Onboarding & Employee Records: Manage hiring paperwork, update staff bios, maintain personnel files, and ensure compliance checklists are complete. Payroll & Benefits Setup: Process new hires and departures. Set up and maintain benefits. Compliance & Liaison: Serve as main point of contact for EDD and assist with Workers’ Compensation audits. 4. Registrar & Program Communications Customer Support & Email Management: Monitor and respond daily to e-mails and voicemails. Serve as the friendly first point of contact for parent inquiries. Registration & Database Systems: Maintain the registration system, set up programs, handle charter school billing/payments, process refunds/transfers, and send tuition payment reminders. Instructor Support: Generate and distribute rosters, email lists, welcome letters, surveys, and enrollment updates to instructors and program managers. Desired Qualities & Qualifications Exceptional Organizational Skills: Ability to juggle diverse responsibilities across facilities, finance, HR, and customer service without letting details slip through the cracks. Strong Communication Skills: Warm, professional, and clear communication style for interacting with parents, staff, vendors, and instructors via email, phone, and in person. Technical Proficiency: Comfortable using or quickly learning database tools, payroll systems, cloud file storage (Dropbox), and basic website content management. Proficient in Google Workspace. Reliability & Autonomy: Proactive problem-solver who takes initiative around office upkeep, inventory thresholds, and recurring scheduling tasks. Physical Presence & Willingness to Help: Comfortable being physically present in the Fairfax office regularly and taking on light cleaning and stock maintenance tasks. Desired Experience 2+ years of experience in office administration, registrar/customer support, or a comparable role. Proven experience with Google Workspace and data entry Experience with Squarespace and Quickbooks or ability to learn those quickly Pay: $30.00 - $35.00 per hour Expected hours: 35.0 – 40.0 per week Benefits: Employee discount Flexible schedule Health savings account Paid time off Retirement plan Work Location: Hybrid remote in Fairfax, CA 94930

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