Admin

Position Purpose

This position supports camp leadership, campers, families, and staff through organization, communication, recordkeeping, and day-to-day office operations.

The ideal candidate is organized, adaptable, friendly, discreet, and comfortable working in the fast-paced and occasionally unpredictable environment of an overnight summer camp.

Minimum Qualifications

• Graduate of high school or equivalent
• Strong organizational skills and attention to detail
• Ability to communicate professionally and warmly with parents, campers, staff, vendors, and visitors
• Comfortable using computers, email, web-based systems, spreadsheets, and common office software
• Ability to learn and use camp registration and administrative systems
• Ability to manage multiple tasks and changing priorities
• Ability to work independently while also functioning as part of a team
• Ability to accept supervision and guidance
• Good judgment and discretion when handling confidential camper, family, staff, financial, and medical information
• Good character, integrity, adaptability, enthusiasm, patience, self-control, and sense of humor
• Desire and ability to live and work in a rural, rustic camp setting
• Previous administrative, customer service, camp, school, or office experience preferred but not required

Responsible To

Camp Director and designated members of Senior Staff.

Camp Goals

The goal of The Susquehannock Camps is to maintain a healthy and safe environment at all times for campers and staff and to provide campers with a happy, educational summer of group living in the outdoors.

Administrative Staff contribute to these goals by helping ensure that the operational side of camp is organized, responsive, accurate, and supportive of the campers and staff delivering the program.

The camp office is often the connection point between families at home and the camp community. Administrative Staff should represent Camp Susquehannock with professionalism, warmth, patience, and good judgment in every interaction.

General Responsibilities

• Support the day-to-day administrative operations of camp
• Help maintain accurate camper, family, and staff information
• Assist with communication between camp and parents or guardians
• Support camper arrival, departure, transportation, mail, and other logistical needs
• Provide administrative assistance to the Camp Director and Senior Staff
• Help ensure the camp office remains organized, professional, and responsive throughout the summer

Specific Responsibilities

1. Answer camp telephone calls and respond to or appropriately route questions from parents, staff, vendors, alumni, and others.
2. Monitor camp email and other communication systems as assigned and ensure messages reach the appropriate staff member.
3. Provide friendly and professional assistance to parents and guardians while respecting appropriate boundaries and confidentiality.
4. Maintain and update camper, family, and staff records using camp administrative systems.
5. Assist with camper registration, check-in, check-out, and session changeover procedures.
6. Review administrative records and forms for completeness and follow up on missing information as directed.
7. Assist with camper arrival and departure logistics, including transportation lists, travel information, pickup authorizations, and related documentation.
8. Assist in organizing incoming and outgoing camper mail and packages.
9. Prepare, print, copy, scan, organize, and distribute documents, lists, schedules, reports, labels, forms, and other materials needed by camp leadership and staff.
10. Maintain organized electronic and physical files.
11. Assist Senior Staff with scheduling, lists, rosters, transportation information, camper information, and other operational needs.
12. Help maintain office supplies and notify the appropriate supervisor when supplies need to be ordered or replenished.
13. Assist with receiving visitors, deliveries, vendors, contractors, and other guests and directing them appropriately.
14. Help coordinate communications and administrative details surrounding special events, trips, visiting days, changeovers, and other camp activities.
15. Maintain the confidentiality of camper, parent, staff, medical, financial, and personnel information.
16. Accurately record information and promptly communicate important or time-sensitive matters to the appropriate member of Senior Staff.
17. Assist with basic administrative aspects of camp purchasing, receipts, invoices, deposits, or other financial records as assigned.
18. Work cooperatively with the Health Center, kitchen, maintenance staff, counselors, activity staff, and Senior Staff to help solve day-to-day operational issues.
19. Help maintain an orderly, welcoming, and functional camp office.
20. Be willing to step outside normal administrative duties when camp operations require additional assistance.
21. Participate in camp activities, meals, special events, or other aspects of camp life when appropriate.
22. Maintain friendly and professional relationships with campers, counselors, Senior Staff, kitchen staff, maintenance staff, parents, and visitors.
23. Report problems, unusual situations, parent concerns, or other matters requiring attention promptly to the appropriate supervisor.
24. Be a positive representative of Camp Susquehannock and support the Camp Director, staff, traditions, and philosophy of the camp.
25. Remember — The Camper Comes First!
26. These are not the only duties to be performed. Responsibilities may be reassigned and additional duties assigned as required.

Essential Functions

• Ability to communicate clearly and professionally in person, by telephone, and in writing
• Ability to use computers and common office equipment
• Ability to learn and effectively use camp administrative and communication systems
• Ability to accurately enter, organize, retrieve, and communicate information
• Ability to manage multiple responsibilities and prioritize tasks in a busy environment
• Ability to maintain confidentiality and exercise sound judgment
• Ability to remain calm and helpful when dealing with parents, campers, staff, or unexpected situations
• Ability to work cooperatively with a wide range of personalities and departments
• Ability to work flexible and sometimes irregular hours during busy periods such as opening day, closing day, session changeovers, and special events
• Ability to move around the camp property as needed to communicate with staff or assist with camp operations
• Ability to identify situations requiring the attention of Senior Staff and communicate them promptly
• Willingness to live and work in a rural camp environment with limited or simple facilities

Post Camp Responsibilities

• Assist with organizing and closing administrative records from the summer
• Complete outstanding reports, filing, data entry, or documentation
• Assist with packing, storing, and organizing office materials for the off-season
• Provide feedback regarding administrative procedures and opportunities for improvement
• Complete other duties as assigned by the Camp Director or Senior Staff