Administrative Assistant - Summer Day Camp

Imagine being part of one of the most respected human services organizations in the world—a place where your work positively influences the lives of others, a place where you thrive in a values-based environment, a place where you are building a better future for yourself and your community.

Position Summary:
Under the supervision of the Director of Member Support and in alignment with the mission, values, and policies of the YMCA of the Virginia Peninsulas, the Camp Administrator is responsible for overseeing administrative, HR, and business operations for the YMCA’s camp programs. This role will support the smooth operation of summer camp, ensuring both staff and participants have a positive, safe, and engaging experience. The Camp Administrator will work closely with camp leadership to ensure all necessary tasks are handled efficiently and professionally, with a focus on delivering world-class service to families and ensuring compliance with relevant regulations.

Qualifications:

1. Minimum 21 years of age.
2. Experience with camp or child care operations preferred.
3. Strong computer skills, including proficiency in various software applications.
4. Ability to interact with people from diverse backgrounds and lifestyles.
5. Excellent communication skills (both written and verbal).
6. Strong organizational skills with the ability to handle multiple tasks and prioritize effectively.
7. Attention to detail, with the ability to manage complex tasks and maintain accurate records.
8. Ability to stay calm under pressure and resolve challenges in a timely manner.
9. Flexibility to adapt to the diverse needs of camp participants, families, and staff.
10. Ability to develop creative solutions to resolve problems and issues.
11. Certification in CPR/First Aid/AED/O2 required within 60 days of hire.
12. Completion and maintenance of required training (New Employee Orientation, Child Abuse Prevention, Bloodborne Pathogens, Sexual Harassment, etc.).
13. Satisfactory completion of criminal background and Child Protective Services checks.

Essential Functions:

1. Support the mission, vision, and goals of the YMCA, particularly in youth development and community engagement.
2. Lead with YMCA core values: caring, honesty, respect, and responsibility.
3. Work with camp leadership to ensure smooth operations, including scheduling, staffing, and communications with parents.
4. Attend staff meetings and training sessions to stay informed about the latest program updates and safety procedures.
5. Promote YMCA fundraising efforts and support community engagement through camp programming.
6. Carry out additional duties as needed to support camp operations and ensure a positive experience for participants and staff.

Camp Program Administration:

1. Manage the camp email inbox, ensuring timely responses to parent inquiries, registration questions, and general camp-related communication.
2. Oversee camp phone lines, handling incoming calls, directing inquiries, and addressing any concerns from parents or guardians.
3. Assist with the camp registration process, ensuring that all paperwork and payments are processed accurately and on time.
4. Manage the registration cancellation and schedule change process, ensuring proper documentation and communication with parents.
5. Maintain accurate participant records, including medical information, attendance, and payment tracking.
6. Support the camp leadership team in managing staff schedules, ensuring proper staffing ratios, and handling any vacancies or gaps.
7. Assist with the preparation and maintenance of camp materials and supplies.
8. Ensure that all VDOE (Virginia Department of Education) regulations are followed, and complete any necessary paperwork for state compliance.
9. Communicate regularly with parents about their child’s camp experience, addressing concerns and providing updates on camp activities.

Communication and Customer Service:

1. Serve as a point of contact for parent inquiries, providing information and addressing concerns regarding camp programming.
2. Use phone, email, and Brightwheel to maintain regular communication with parents and guardians.
3. Assist in resolving any issues or complaints in a professional and timely manner, ensuring high levels of customer satisfaction.
4. Document all parent and staff interactions according to established standards.
5. Coordinate with camp staff to ensure effective communication and support between leadership and parents.

Emergency Response:

1. Act as a leader in emergency situations, remaining calm and ensuring proper procedures are followed.
2. Report any accidents, incidents, or emergencies in a timely manner according to YMCA protocols.
3. Maintain a safe environment for all camp participants and ensure compliance with the YMCA’s Emergency Operations Plan (EOP).

Risk Management:

1. Monitor camp safety and health standards, making sure they align with state regulations and YMCA policies.
2. Ensure that all participants and staff are aware of and follow the established safety guidelines.
3. Lead safety drills and provide guidance to staff and participants during emergencies.

YMCA Competencies (Leader):

• Engaging Community
• Communication & Influence
• Inclusion
• Collaboration
• Functional Expertise

Skills and Abilities:

1. Ability to read, analyze, and interpret various documents related to camp administration, child care, and state regulations.
2. Strong problem-solving skills, especially in high-pressure situations.
3. Proficient in using YMCA membership software and related digital platforms.
4. Ability to work well with a diverse group of staff, parents, and community members.
5. Ability to meet the physical demands of the position, including mobility for travel between camp locations and participating in camp events.

Effect on End Results:

1. Streamlined operations for camp registration, scheduling, and compliance.
2. High levels of parent and participant satisfaction, as measured by feedback and surveys.
3. A positive and professional image of the YMCA maintained in all camp communications.
4. A safe and organized environment that supports a memorable camp experience for all participants.

This job description is not intended to be all-inclusive. Additional duties may be assigned as necessary. Job descriptions are reviewed periodically and may be revised as needed.

Excellent benefits, including 12% retirement upon meeting the requirements of the National YMCA Retirement Fund.  Includes YMCA Adult Membership.