MASC Seeking Conference Registrar

The Maryland Association of Student Councils (MASC) is seeking an adult to serve as our Conference Registrar.

This position involves providing support for MASC’s three annual conferences: the Fall Leadership Conference, Legislative Session, and Convention.  During the 2025–2026 school year, the selected individual will serve in a training capacity, shadowing the current Registrar to learn the associated responsibilities and operational systems.  A small stipend will be provided for this training year.

The individual will then have the opportunity to contract as the Registrar for 2026–2027, with the current Registrar serving as a consultant and mentor to ensure a smooth transition.

If you are organized, detail-oriented, and enjoy working behind the scenes to help student events run smoothly, this could be a great opportunity to get involved!  Experience with data management and related tools, Google Sheets and/or Excel/Microsoft Access, or similar database software and form design software is essential.

To apply: Please send a letter of interest along with your qualifications to Karen.Crawford@mdstudentcouncils.org

See the responsibilities for the Registrar position below.

In 2025–2026, the selected individual will shadow the current Registrar, with specific duties and involvement determined in collaboration with the current Registrar.  The following year (2026–2027), the individual would potentially step into the full Registrar role with the current Registrar serving as a consultant.  

Statewide Events (Fall Leadership Conference, Legislative Session, Convention): The Registrar shall perform the following duties in support of the Maryland Association of Student Councils (MASC) conferences and membership program:

General Conference Responsibilities

• Planning and Coordination
  – Establish appropriate registration timelines in coordination with the Program Director (currently referred to as the Executive Director) to ensure inclusion in event invitations and announcements.
  – For the Convention, also coordinate registration timelines with the Convention Coordinator.
  – Contribute to the development and refinement of event guidelines, policies, and operational practices.

• Registration Management
  > Maintain and oversee the web-based registration platform used by individual advisors to submit delegation information.
  > Manage and safeguard school and participant data collected through the registration system.
   > Receive payments and supporting documentation necessary to confirm registrations.
  – Process and record all payments and make timely deposits into the MASC checking account.
  >Communicate regularly with advisors to verify and update delegation data, including but not limited to substitutions, corrections, deletions, additions, and clarifications.

• Collaboration and Reporting
  >Maintain open communication with the Program Director, host advisors, and other designated individuals to provide necessary registration and logistical information.
  > Prepare and deliver reports and data analyses related to registration, as requested.

• Event Preparation
  > Before each event, prepare and distribute all documents and instructions required for on-site check-in.
  > Using information provided by MASC and host advisors, create name tags, breakout lists, and other check-in materials.
  >For the Convention, collaborate with the Program Director and Convention Coordinator to ensure effective communication with the venue and other relevant parties regarding assignments, meal counts, and changes.

On-Site Event Responsibilities

Check-In Management

• Before the event:
  > Organize materials and the check-in area.
  > Train a student team to facilitate the check-in process.

• During the event:
  > Supervise student staff as they verify personal and school information, collect required documents (e.g., emergency forms, delegate contracts), and distribute event materials.
  > Resolve registration-related conflicts and issues as they arise.

• Additional On-Site Duties
  > Establish and manage the MASC Office as an administrative hub during the event.
  > Update the event database in real time based on information gathered at check-in.
  > Generate and distribute reports and lists as requested by MASC staff and event hosts.
  > Prepare the official credentials report for General Assemblies.
  > In coordination with the Operations Program Director, supervise ballot distribution and vote tabulation.

Post-Event Responsibilities
  > Provide updated invoices to delegations with outstanding balances.
  > Process and deposit late payments and report them appropriately.
  > Submit refund information as approved by the Executive Director.
  > Provide the Executive Directors with a detailed balance sheet of all known transactions and expenses for the event.
  > Prepare and submit any additional final reports requested for follow-up and evaluation.

Membership Coordination
Collaborate with the Membership Coordinator to verify school membership status, ensuring that only member schools are eligible to register for the Legislative Session and Convention.

Board of Directors:
The Registrar shall serve as a nonvoting member of the Board of Directors, with responsibilities including regular reporting and active participation in board meetings and related activities.