Conferences and Program Manager

Onsite Housing included-Shared Housing

Position Summary

The Conferences and Program Manager is responsible for the day-to-day leadership, coordination, and growth of assigned camp and youth programs with a focus of keeping program areas in quality condition and assessing program needs. You will take a primary role in facilitating Conferences throughout the fall/winter and spring season. In addition to this they may assist in the facilitation of Outdoor Education, Day Camp, and Overnight Programming. This role provides direct oversight of program areas and guiding seasonal staff within those areas, scheduling, program quality, and guest experience. The Program Manager ensures programs operate safely, efficiently, and in alignment with YMCA mission, vision, and strategic goals.

Essential Responsibilities

1. Staff Leadership & Supervision

• Train, hire, supervise, evaluate, and support seasonal and year-round program area–specific staff and fall/spring manage the seasonal  Conference Specialist.

• Provide ongoing professional development, coaching, in-service training, and formal performance evaluations.

• Address staffing challenges including behavior management, discipline, and conflict resolution.

• Schedule weekend staff for conferences tracking hours for payroll.

• Serve as a visible and engaged leader during peak programming periods and summer operations.

• Foster strong communication, unity, engagement, and morale among summer staff and leadership development cohorts.

2. Program Operations & Quality Control

• Lead in Conferences and assist in leadership and daily operations of Day Camp, Overnight Camp, Outdoor Education, Family Camp, and adventure/travel programs.

• Direct and supervise daily program activities, particularly during summer months, overseeing large program areas such as ropes, aquatics, shooting sports, and other activity areas.

• Facilitate bookings of conference groups in conjunction with the office manager to contract, update calendar, schedule and staff. 

• Cover 2 weekends a month on call for conferences and coordinate details for weekends covered by other Directors. 

• Support program logistics including scheduling, staff coverage.

• Ensure ACA, ACCT, ASHI, NRA, and YMCA standards and policies are followed

• Maintain all equipment and perform monthly, weekly inspections of areas based on usage.

• Schedule and oversee all 3rd party program area inspections and trainings. 

• Lead ongoing program evaluation and quality control by monitoring schedules, activities, equipment, facilities, and staff performance.

• Ensure program equipment, curriculum materials, and program areas are safe, prepared, and operational.

• Ensure guest and participant needs are met before, during, and after program delivery.

• Lead development of new programs and program expansion based on strategic priorities.

• Maintain year-round engagement in character development and youth leadership initiatives.
   

3. Operations & On-Call Leadership

• Serve as primary support for activity area staff and the Program Leader during the summer season.

• Serve in Staff on Duty and Supervisor on Duty roles as assigned, including evenings, weekends, and stayover coverage. Two weekends a month for conferences. One evening a week when applicable.

• Work collaboratively with the full staff team to ensure safe, smooth, and high-quality camp operations.

• On call for all hands on deck events which includes but is not limited to: Alumni Weekend, Winter Camp, Open Houses
   

4. Marketing, Outreach & Enrollment Growth

• Assist with promotion of all Camp Hanes programs in collaboration with branch and Association marketing plans.

• Support content creation including parent packets, brochures, school trip planning materials, and program communications.

• Support cross-marketing efforts between Day Camp, Overnight Camp, Teen Programs, Outdoor Education, and Family Camp.

• Support staff recruitment and enrollment growth through outreach and relationship-building.

• Cultivate strong word-of-mouth marketing through positive guest, family, and community relationships.
   

5. Fiscal Management & Resource Oversight

• Assist direct supervisor in developing and monitoring program budgets to meet fiscal objectives.

• Track facility-share inventory and assist with purchasing program supplies and equipment within approved guidelines.

• Manage equipment, supplies, and program area readiness for Camp.
   

6. Administrative, Safety & Compliance Responsibilities

• Enforce YMCA policies, procedures, and risk management protocols.

• Adhere to professional boundaries and abuse risk management policies.

• Attend and complete required abuse prevention, safety, and risk management training.

• Follow mandated reporting requirements and respond promptly and professionally to concerns or incidents.

• Ensure employee and volunteer screening requirements are followed and documented.

• Provide employees and volunteers with ongoing supervision, training, and feedback related to safety, boundaries, and abuse risk.

• Respond seriously, confidentially, and appropriately to policy or procedure violations using progressive disciplinary procedures.

• Handle confidential information in a professional and discreet manner.

• Follow all communication protocols, including timely responses and documentation.
   

7. Seasonal & Annual Program Cycle Oversight

The Program Manager supports and oversees a full annual program cycle, including:

• Winter: Curriculum development, staff recruitment, training planning.

• Spring: Staff training, quality control, program readiness and implementation.

• Summer: Staff Training, Program implementation, staff supervision, evaluations, and daily operations.

• Fall: Staff training, quality control, program readiness and implementation. Program review, evaluation, and planning for future seasons.

8. Additional Responsibilities

• Participate in association meetings, leadership teams.

• Support Annual Impact Fund efforts, storytelling, special events, and fundraising initiatives.

• Maintain relationships with relevant professional organizations (e.g., ACA, YMCA).

• Work non-traditional hours including early mornings, evenings, weekends, and holidays as required.

• Maintain the physical ability to perform emergency procedures.

• Perform other duties as assigned.

We Take Care of Our People
We're passionate about fostering health and wellness for all, and we have a comprehensive benefits package that has been thoughtfully designed to prioritize your well-being. 

Health Insurance: We provide comprehensive health coverage, including medical, dental, and vision plans, to ensure the well-being of our employees. 
Retirement Savings Plan: We offer a 12% employer-funded retirement plan upon meeting eligibility, empowering employees to plan for their future. 
Paid Time Off: Work-life integration is important to us, which is why we provide up to 48 days of paid time off over vacation, holidays, and sick leave. 
Additional Perks: Employee household membership to facilities operated by the YMCA of Northwest North Carolina and discounts on programs throughout the association. 

• Preferred Bachelor’s degree preferred OR equivalent experience in youth programming, education, hospitality, or recreation.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Minimum 2 years of experience in youth development, camps, education, or program leadership.
• Experience with staff supervision, aquatics, high ropes, and shooting sports, guest services, and curriculum/program design preferred..
• CPR/First Aid/AED – must obtain certification within first 90 days of employment and maintain a current certification thereafter.
• Strong ability to develop innovative programming for member retention and revenue growth.
• Strong ability to recruit, retain, and coach staff; while fostering a positive team atmosphere.
• Exemplifies a proactive, hands-on approach, as well as a professional work ethic.
• Ability to work a non-traditional schedule including nights and weekends.
• Strong interpersonal, organization and communication skills.
• Energetic, devoted, mission driven, team oriented individual.
• Bilingual (English/Spanish) is a plus.

Physical Demands

• Sufficient strength, agility and mobility to perform essential functions of position and to supervise program activities.

Salary : $36,000 - $36,400