Camping Services Administrator

OUR CULTURE

This position supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living and social responsibility. Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

All employees of the Merrimack Valley Y are committed to provide a safe environment for all and prioritize youth protection as a mandated reporter. As an employee, you will adhere to all requirements in the Child Abuse Prevention & Reporting Policy and regularly attend Child Abuse Prevention and Safety/Risk Management trainings as assigned.

POSITION SUMMARY

The Camping Services Administrator, under the direction of the Senior Executive Director of Camping Services, shall be responsible for all financial, administrative, and marketing operations of the Camping Services Branch Office.  This includes but is not limited to camp registration, maintaining statistical and financial information, purchasing for the office, and supporting the camps during the summer.

In conjunction with the Senior Executive Director of Camping Services, the Camp Registrar will also assist in the marketing efforts in support of Camp Lawrence, Camp Nokomis, and Camp Otter.

Additionally, the Camping Services Administrator will serve as a Human Resource Liaison for the Camping Services Branch, supporting the Camp Directors with seasonal staff hiring paperwork in accordance with YMCA policies and procedures. Direct training with HR will be provided for support in onboarding seasonal hires, verifying and collecting payroll documentation, and implementing new hire processes using the applicant tracking system, and collaborating with HR and hiring managers.

QUALIFICATIONS

1. Associate or bachelor’s Degree from an accredited college or university or related experience preferred.
2. Minimum three years of customer relations experience with proven results.
3. Excellent interpersonal, written, and verbal communication skills.
4. High level of organizational skills, attention to detail, and accuracy.
5. Excellent computer skills. Proficiency in Microsoft Office (Excel, Word, Power Point, Publisher). Familiarity with camp and membership software programs or ability to learn this software quickly.
6. Ability to handle confidential information with discretion and integrity.
7. Must complete Merrimack Valley YMCA online Child Abuse Prevention Training within the first two weeks of employment.
8. Must complete CPR/AED training within the first 90 days of employment.

 ESSENTIAL FUNCTIONS

1. Manage the camp registration process.
2. Maintain timely and effective communication with parents and guardians.
3. Process invoices and purchasing for the camp office.
4. Support Camp Directors with all seasonal hiring paperwork and coordinate with Human Resources to ensure timely and accurate processing.
5. Assist in marketing efforts for the Camping Services Branch.
6. Perform other administrative duties as assigned.

Job Segments:

1. Overall responsibility of Camping Services Office Operations. The typical work schedule is Monday through Friday, with occasional evenings and weekends required for marketing and engagement activities.
2. Responsible for all administrative aspects of the registration process, including maintaining accurate records and managing payments, refunds, enrollment forms, and other camper information.
3. Lead and implement the management of the financial assistance process in accordance with the YMCA policies and procedures.
4. Responsible for the maintenance and dissemination of all financial operations of the office, at the direction of the Senior Executive Director of Camping Services.
5. Assist with the development and distribution of all camp brochures, newsletters, registration materials, flyers, parent communications, and manuals.
6. Manage the camp software program (Camp Brain).

Financial Development:

1. Provide leadership and support of Annual Campaign that results in achievement of our annual fund-raising goal.
2. Attend and assist with association special event fundraising efforts.

Other Duties:

1. Participate in branch, association, and community events.
2. Perform other duties as assigned by Senior Management.

Effect on End Results:

1. Increased enrollment at all camps, thereby meeting annual enrollment goals.
2. Improved customer service and communication with camper families.
3. Improved efficiency and accuracy of the camp hiring process.
4. Strengthened administrative operations across the Camping Services Branch.

YMCA COMPETENCIES (Leader)

Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with a commitment to changing lives.

Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict.

Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team.

Personal Growth: Shares new insights. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Salary : $24 - $25