What are the responsibilities and job description for the Day Camp Administrative Assistant position at Girl Scouts of Connecticut?
Position Summary
The Day Camp Administrative Assistant supports the Camp Director and Administrative Team by managing the day-to-day business operations of camp. This includes maintaining accurate camper and staff records, ensuring smooth communication with families, and coordinating essential logistics that keep camp running safely and efficiently.
This position serves as the central hub of camp communication and documentation - handling attendance, transportation coordination, financial reporting, and information sharing between campers, families, and Girl Scouts of Connecticut departments. The Administrative Assistant plays a key role in fostering a positive, professional, and welcoming environment for everyone at camp.
Essential Responsibilities
Administrative Leadership
The Day Camp Administrative Assistant supports the Camp Director and Administrative Team by managing the day-to-day business operations of camp. This includes maintaining accurate camper and staff records, ensuring smooth communication with families, and coordinating essential logistics that keep camp running safely and efficiently.
This position serves as the central hub of camp communication and documentation - handling attendance, transportation coordination, financial reporting, and information sharing between campers, families, and Girl Scouts of Connecticut departments. The Administrative Assistant plays a key role in fostering a positive, professional, and welcoming environment for everyone at camp.
Essential Responsibilities
Administrative Leadership
- Manage daily office operations and maintain a professional front-facing presence for campers, staff, and families.
- Serve as the primary point of contact for communication with families via phone, email, and Rallyhood, ensuring timely and accurate responses.
- Support the Camp Director with administrative planning, recordkeeping, and overall organization of camp business functions.
- Maintain confidentiality and accuracy in all records, including attendance, rosters, incident reports, health documentation, and transportation logs.
- Oversee and maintain accurate daily check-in and check-out procedures for campers and staff.
- Greet parents, visitors, and campers warmly, maintaining positive relationships and representing Girl Scouts of Connecticut with professionalism.
- Ensure all communication is timely, clear, and friendly, including follow-up with parents and coordination with staff.
- Coordinate with GSofCT departments such as Member Experience, Outdoor Program, Retail Operations, Human Resources, and Property Services to ensure smooth information flow.
- Support dissemination of important camp materials, forms, and updates to families and staff.
- Track attendance, financial transactions, and required state and council documentation.
- Maintain up-to-date emergency lists and ensure accurate headcounts throughout the day.
- Assist with preparation and organization of camp reports, supply orders, maintenance requests, and purchasing documentation.
- Supervise the daily camp trading post or on-site store, including cash reconciliation and inventory.
- Maintain and organize all incoming and outgoing mail, phone messages, and parent communications.
- Assist the Camp Director in implementing emergency procedures and drills.
- Maintain awareness of all individuals on camp property at all times and ensure sign-in/out logs are accurate.
- Support adherence to ACA standards, Connecticut state regulations, and GSofCT and Safety Activity Checkpoints.
- Maintain professionalism and composure during emergencies, following established protocols.
- Participate in pre-camp training, in-service training, and weekly staff meetings.
- Assist with camp opening and closing procedures, including office organization and records archiving.
- Participate in all-camp activities, ceremonies, and events as needed.
- Attend at least one of the optional camper overnights (Weeks 2 or 4) as applicable.
- Perform additional related duties as assigned to support camp operations.
- Must be at least 20 years of age.
- Minimum of two years of experience in an office, administrative, or customer service setting.
- High school diploma or equivalent required; Associate or Bachelor's degree in business, accounting, or recreation management preferred.
- Strong computer proficiency in Microsoft Office and Google Workspace.
- Demonstrated ability to manage multiple priorities in a fast-paced environment.
- Excellent verbal and written communication skills, with attention to detail and accuracy.
- Strong interpersonal and organizational skills, with a customer service mindset.
- Experience working in youth development or camp settings preferred.
- Current First Aid/CPR/AED and Medication Administration certifications (or willingness to obtain upon hire).
- Commitment to the Girl Scout Mission and the Girl Scout approach to outdoor and experiential learning.
- Ability to communicate effectively in person and by phone.
- Ability to lift and carry up to 50 pounds.
- Ability to work in an outdoor camp environment and walk on uneven terrain.
- Visual and auditory ability to identify and respond to environmental and behavioral cues.
- Ability to provide first aid and respond calmly and appropriately in an emergency.
