Program Administrative Assistant

POSITION SUMMARY

This position supports the work of YMCA Camp H.R. Erdman, committed to strengthening the community by providing positive life-changing experiences for individuals, groups, and families. This position is responsible for, following up with reservations, collecting and filing paperwork, collecting and processing payments, and assisting other departments in providing guests and campers with an excellent experience before and during their stay at Camp Erdman. This position's mission is to serve as a team player in all departments by providing clerical and administrative support.

ESSENTIAL FUNCTIONS

• Welcome Center
  • Welcome and assist walk-in visitors and on-site guests who enter the front office throughout the day.
  • Facilitate walk-in camp tours and provide information about Camp Erdman’s Programs, Mission, and facilities.
  • Daily correspondence with camp inquiries by answering incoming phone calls, following up on voicemails, and replying to emails professionally and on time.
  • Sort & distribute incoming and outgoing mail
  • Maintain an organized and clean front reception, desk, & mail area
• Program Director Support
  • Support Program Directors in communications with groups by documenting all booking interests and providing quotes, availability, & programming options per request.
  • Perform registrar duties, e.g. managing activity waitlist, processing payments, following procedures for processing accounts receivable, & collecting and filing group, camper, & family forms, documents, & waivers
  • Assist with all aspects of activity/booking administrative management, e.g. data entry, key distribution for check-in/check-out, lost & found, participant rosters
  • Perform other duties as assigned
• Office Manager Support
  • Assist Office Manager in monthly inventory reports
  • Print Daily Cash Reports
  • Annual Campaign Assistance
  • Staff & Community Events Assistance
  • Assist with Camp Store as assigned
  • Managing Office Equipment/supplies
  • Marketing
    • Collect pictures & videos of activities of each of Camps activities
    • Create and execute a social media strategy that is in line with our YMCA mission statement.
    • Make posts on our social media platforms and maintain consistent engagement.
    • Create marketing materials such as flyers, pamphlets, and banners for YMCA activities, programs, & events per request
    • Camp store & Event Merchandise creation per request
    • Manage & execute marketing promotions

QUALIFICATIONS

• Previous experience working with groups (hospitality industry and/or camping)
• Previous experience in customer service (answering phones, greeting customers, handling customer concerns)
• Computer experience (MS Word, Excel, Publisher, PowerPoint - Google Docs, Sheets, Forms, Slides)
• At least 18 years of age
• CPR, First Aid, AED certifications within 30 days of hire date
• Current TB Test
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.

WORK ENVIRONMENT AND DEMANDS

• General office conditions and environment
• Occasional work outdoors (camp tours, guest service call, guest activity, etc.)
• Frequent use of phone, computer, copier, and other office machines
• 40 hour work week with rotating/assigned days off
• Occasional extended hours are required (special events, assignments, etc.)

BENEFITS

• PAA shall be a temporary employee.
• On-site, seasonal housing is provided at no cost to employees. Housing includes gas, electric, water, and sewer utilities at no cost. Housing assignment is made at the discretion of Program Director, and per a separate, written agreement.
• Access to any meals that are also provided to program participants.
• Competitive training and professional development opportunities.