REPORTS TO: Camp & Outdoor Program Director

FLSA STATUS: Exempt

POSITIONS SUPERVISED: None

PURPOSE: Support the work of the Camp & Outdoor Department by providing administrative coordination to the Camp & Outdoor Program Director. This position will enhance the director’s effectiveness by providing information coordination, project management, strategy execution and camp and facility coordination. This position requires proficiency across a broad spectrum of skills and abilities. This position requires residing on property at Camp Waypoint (Chouteau, Oklahoma) during the summer camp season.

ESSENTIAL FUNCTIONS:

Administrative Support

• Serve as the primary administrative support to the Camp & Outdoor Programs Director
• Act as point of contact for parents, guardians, participants, user group, and staff regarding camp-related inquiries
• Answer phones, emails, and other communications promptly and professionally
• Maintain an organized filing system (physical and digital) for all camp records
• Draft, proof, and send correspondence, newsletters, and official documents
• Maintain accurate contact databases for campers, families, alumni, staff, volunteers, and community partners
• Assist with board reports, grant applications, and program statistics by compiling necessary data
• Track and file all required paperwork, including medical forms, background checks, and staff certifications

Camper Registration & Enrollment

• Manage the entire registration process for campers (online system and paper as needed)
• Provide customer support to families during the registration process
• Process deposits, tuition, scholarships, and payment plans; track balances and send reminders
• Monitor enrollment numbers and waitlists
• Collect, review, and file health forms, waivers, and permission slips
• Ensure compliance with confidentiality and data protection standards (HIPAA, FERPA when applicable)
• Maintain accurate camper rosters, cabin assignments, and dietary/allergy needs lists
• Provide regular enrollment reports and projections

Staff Support & HR Coordination

• Assist with seasonal staff recruitment by posting job listings, collecting applications, and scheduling interviews
• Assist with tracking staff onboarding documents (applications, contracts, screenings, certifications, and tax forms)
• Communicate key dates and required trainings to staff
• Coordinate seasonal staff arrival logistics (schedules, staff packets, training)
• Help with payroll timekeeping and submission
• Maintain updated staff contact lists

Marketing & Communications

• Manage the annual camp marketing plan under Director’s supervision
• Design (with assistance) and distribute camp promotional materials (flyers, posters, digital ads)
• Build relationships with schools, churches, and community partners for outreach
• Represent camp at fairs, community events, and recruitment sessions

Scheduling & Program Coordination

• Maintain the master calendar of camp sessions, rentals, volunteer groups, user groups, and events
• Schedule groups, field trips, retreats, and rentals
• Coordinate with kitchen, facilities, and program staff to confirm schedules
• Prepare session rosters, cabin assignments, training materials, and welcome packets
• Assist in organizing special events
• Ensure program supplies are ordered and available before sessions

Finance & Bookkeeping (support role)

• Track and reconcile camp-related income (tuition, donations, rentals)
• Issue invoices and receipts for registrations and rentals
• Support Director with budget monitoring
• Maintain petty cash during camp sessions
• Assist with supply ordering and expense tracking

On-Site Camp Session Duties

• Serve as the primary administrative support to the Camp & Outdoor Programs Director and Facilities Director
• Manage camper check-in/check-out procedures
• Serve as the registrar and admin hub during sessions (paperwork, lost & found, parent communication)
• Capture and organize photos of camp activities, ensuring moments are documented and available for marketing, parent communication, and archival purposes
• Maintain an organized photo library and assist with sharing images
• Provide parent communication throughout the week (photos, updates, reminders)
• Track attendance and camper movements (late arrivals, early departures)
• Handle emergencies by contacting parents or assisting the Director as needed
• Assist with staff scheduling changes and substitute coverage
• Maintain camp Trading Post records (merchandise sales, inventory)
• Support logistics such as camper mail, program supply distribution
• Collaborate with the Inclusion Specialist to distribute, and collect surveys from campers and staff to assess camp experiences, inclusivity, and areas for improvement
• Maintain professional visibility and availability on-site for staff/parents

Customer Service & Parent Relations

• Serve as the main customer service representative for camp
• Provide families with information on packing lists, policies, and FAQs
• Respond to parent concerns and escalate when necessary
• Manage pre-camp communication (welcome letters, reminders, confirmations)
• Collect and manage post-camp feedback surveys
• Build positive, ongoing relationships with families for retention

Compliance & Safety

• Track and maintain documentation for ACA accreditation
• Assist with safety drills and communication during camp sessions
• Maintain confidentiality of camper and staff records
• Keep emergency contact and medical information easily accessible

Technology & Systems Management

• Manage camp registration software/database
• Troubleshoot system issues and work with 501 Tech support when needed
• Maintain mailing lists, group communication platforms, and shared drives
• Keep website, calendar, forms, and FAQs updated

Fundraising & Community Engagement

• Assist with fundraising campaigns
• Coordinate camp alumni and community engagement (newsletters)
• Track donations related to camp scholarships
• Support events such as Coins for Camperships and Glamp Fire

Other / Miscellaneous

• Take meeting notes for the Director and distribute action items
• Assist with volunteer/staff recruitment, scheduling, and tracking hours
• Order camp supplies as needed
• Assist with facility rentals (contracts, invoicing, coordination)
• Step into various support roles as needed during peak season

OTHER FUNCTIONS:

• Perform other tasks as assigned

DESIRED QUALIFICATIONS:

• Demonstrated experience supporting the creation, delivery, coordination, and evaluation of youth development programming and/or adult learning experiences
• Working knowledge of organizational group dynamics, with positive experience supporting the recruitment, supervision, and collaboration of staff and volunteers
• Familiarity with environmental education, outdoor education, and/or experiential learning strategies
• Strong proficiency in project management, including execution, documentation, tracking, and follow-through
• Demonstrated competence interacting with diverse groups of youth, adults, and community partners
• Strong written and verbal communication skills, including maintaining clear records and supporting public-facing communication
• Ability to be held accountable for high performance goals and deadlines; willingness to be cross-trained across program and operational areas
• Constructive conflict resolution skills and a willingness to engage in problem-solving conversations with the goal of maintaining positive working relationships
• Foundational understanding of evaluation, outcome measurement, and continuous improvement practices
• Ability to motivate, encourage, and support peers, volunteers, and program participants
• Computer proficiency including Microsoft Office Suite and organizational databases
• Personal characteristics: self-motivated; well organized; dependable; flexible; resilient; calm and courteous under pressure; enjoys challenge and change; able to balance and prioritize multiple tasks; proactive; committed to excellence in service delivery and organizational mission
• Bilingual (Spanish/English) a plus
• Photography and basic media documentation experience a plus

REQUIREMENTS 

• Commitment to working as part of a diverse and inclusive team, demonstrated through prior professional, volunteer, or educational experience
• Ability to reside on site during designated summer camp and partner overnight camp sessions
• Availability to work in excess of 40 hours per week during peak program periods, including evenings and weekends, and availability for occasional overnight travel during non-camp seasons
• Willingness to maintain professionalism during all working and on-call hours, including refraining from intoxication and from smoking or vaping at camp
• High school diploma or GED required; Associate’s or Bachelor’s degree in a related field preferred, or equivalent relevant work experience
• Two to four years of verifiable experience in youth development, education, camp operations, nonprofit programs, or program support roles
• Must be at least 18 years of age
• Reliable transportation to and from program delivery sites and the Camp Fire office
• Ability to support organizational and community events / meetings outside normal business hours approximately 2–3 times per month
• Demonstrated experience using computers, databases, and software including Microsoft Office Suite
• Valid driver’s license; ability to operate a 15-passenger van; acceptable driving record and approval under organization auto insurance
• Ability to meet Council employment requirements, including acceptable outcomes on background and reference checks
• Physical ability to administer first aid and CPR.
• Ability to carry and move objects weighing up to 50 pounds; able to reach, stoop, climb, kneel, and move freely in uneven outdoor camp environments and storage areas