Administrative Assistant

Position: Administrative Assistant
Reports To: Executive Director
Position Type: Part-Time
Expected Hours: Approximately 20–30 hours per week
Location: Rapid City, South Dakota

About Cedar Canyon Camp

Cedar Canyon Camp is a Christian camp and retreat center located in the Black Hills of South Dakota. Our mission is to serve the local church by providing a place where people can experience God, build relationships, and grow in their faith. All employees play an important role in supporting this mission.

Position Summary

The Administrative Assistant serves as a key support person for the day-to-day administrative operations of Cedar Canyon Camp and works closely with the Executive Director to help move the ministry of the camp forward.

This position is for someone who is organized, dependable, proactive, and able to manage a variety of responsibilities. The Administrative Assistant will help keep administrative systems running smoothly, assist with staff and HR processes, coordinate projects and retreats, support the Executive Director, and help ensure information and tasks are communicated to the appropriate people.

Hours & Schedule

This is a part-time position generally requiring 20–30 hours per week, with some flexibility in scheduling based on camp needs and the employee's availability. Occasional additional hours may be needed during particularly busy seasons or special projects.

Key Responsibilities

1. Administrative Support

• Provide general administrative support for Cedar Canyon Camp.
• Maintain organized records, files, forms, and administrative documents.
• Manage office supplies and help maintain an organized and functional camp office.
• Assist with copying, scanning, printing, mail, and other routine office needs.
• Help develop and maintain efficient administrative systems and procedures.
• Receive and distribute information to the appropriate staff members.
• Assist with correspondence, forms, reports, and other administrative communication.
• Help ensure deadlines and important administrative tasks are not overlooked.

2. Staff & Human Resources Administration

• Assist with the administrative side of hiring and onboarding new employees.
• Prepare and maintain hiring paperwork and personnel records.
• Coordinate background checks and other pre-employment requirements.
• Assist with employee files, required forms, and other HR documentation.
• Help communicate hiring and onboarding information to appropriate staff members.
• Assist with staff scheduling and coordination as needed.
• Help maintain calendars, deadlines, and required employee documentation.

3. Executive Director Support

• Provide administrative and organizational support to the Executive Director.
• Assist with scheduling meetings, appointments, and other commitments.
• Monitor and respond to three camp email accounts—two used by the Executive Director and one general camp email account, directing messages to the appropriate staff members when necessary.
• Help coordinate meetings, prepare materials, and track follow-up items.
• Organize information that needs the Executive Director's attention.
• Book and coordinate travel arrangements for the Executive Director and other staff as needed.
• Help communicate decisions, assignments, and follow-up items to appropriate staff members.
• Serve as a trusted administrative partner to help the Executive Director stay organized and focused.
• Serve as a sounding board and thought partner as the Executive Director develops ideas, evaluates opportunities, and works through projects and challenges.
• Help turn ideas from the Executive Director into organized action steps.

4. Project & Retreat Coordination

• Assist the Executive Director and camp leadership in planning and carrying out special projects and new initiatives.
• Take ownership of administrative details and follow-up related to assigned projects.
• Develop timelines, task lists, communication plans, and other resources needed to complete projects.
• Assist with the planning and coordination of Cedar Canyon Camp's programmed retreats and events.
• Contact and coordinate with retreat speakers, musicians, and other program participants.
• Assist with retreat details such as schedules, supplies, materials, communication, and logistics.
• Assist with preparing PowerPoint presentations and other program materials.
• Coordinate supplies and resources needed for retreats and programmed events.
• Coordinate with staff members and outside contacts as necessary.
• Monitor progress and communicate updates to the Executive Director.
• Help ensure projects, retreats, and events are completed and prepared on time.

5. Financial & Bookkeeping Administration

• Assist with basic financial administration for the camp.
• Receive and process payments as needed.
• Scan, organize, and submit receipts and financial documentation.
• Assist with maintaining accurate records for expenses and payments.
• Prepare and organize paperwork for the camp's accountant.
• Assist with other basic financial administrative tasks as assigned.

This position is not responsible for full-cycle bookkeeping or accounting. Financial records and accounting will continue to be overseen by the camp's accountant.

6. Communication & Information Management

• Help ensure important information gets to the right person at the right time.
• Serve as a communication link between the Executive Director and camp staff when appropriate.
• Follow up on assignments and requests to help ensure completion.
• Maintain calendars, schedules, deadlines, and other shared information.
• Help create a culture of good communication and follow-through among the camp staff.
• Handle confidential information with discretion and professionalism.

Personal & Professional Qualifications

The ideal candidate will:

• Have excellent organizational and time-management skills.
• Be dependable, trustworthy, and able to follow through on assignments.
• Be comfortable managing multiple tasks and changing priorities.
• Have strong written and verbal communication skills.
• Be proactive and able to recognize what needs to be done without always being asked.
• Be comfortable working independently while also functioning as part of a team.
• Have strong attention to detail.
• Be comfortable learning and using various computer programs and administrative systems.
• Be able to handle confidential personnel and financial information appropriately.
• Enjoy helping people and serving others.
• Be flexible and willing to take on a variety of responsibilities.
• Be able to take a large idea and break it into manageable steps.
• Demonstrate good judgment and know when to handle something independently and when to bring it to the Executive Director.
• Have a heart for Christian ministry and a desire to contribute to the mission of Cedar Canyon Camp.

Spiritual Qualifications

Because Cedar Canyon Camp exists to serve the local church and advance the Gospel of Jesus Christ, employees are expected to support the mission, values, and Christian purpose of the camp.

The ideal candidate should demonstrate:

• A growing personal relationship with Jesus Christ.
• A desire to serve others through Christian ministry.
• Alignment with the mission and values of Cedar Canyon Camp.
• Integrity, humility, and a servant's heart.
• The ability to represent Cedar Canyon Camp well to churches, guests, staff, and community members.

What Success Looks Like

A successful Administrative Assistant will help Cedar Canyon Camp become more organized, efficient, and effective by making sure administrative details are handled well.

Success in this position will look like:

• Staff hiring and onboarding processes are organized and completed on time.
• Administrative records and office systems are organized and easy to access.
• Important information gets to the right people.
• The Executive Director is better organized and able to focus on leadership and ministry.
• Projects and retreats move from ideas to well-organized, completed initiatives.
• Deadlines and follow-up items don't fall through the cracks.
• Financial paperwork is accurate, organized, and ready for the accountant.
• Staff and guests experience a professional, organized, and welcoming camp office.
• The Administrative Assistant becomes someone the Executive Director and camp staff can trust to see what needs to be done and make it happen.

The Big Picture

The Administrative Assistant plays an important behind-the-scenes role in the ministry of Cedar Canyon Camp. The overall purpose of the position is to provide the organization, communication, and follow-through necessary for Cedar Canyon Camp to fulfill its mission effectively.

This position is ideal for someone who enjoys organization, people, problem-solving, and turning ideas into reality.

Pay: From $18.00 per hour

Benefits:

• Employee discount
• Flexible schedule

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $18