Administrative Assistant

Position Purpose: Oversee the camp’s administrative functions and medical needs in consultation with the Executive Director. Support the camp’s mission through efficient management of communications, records, and public relations, serving as the primary point of contact for parents and the public.

Essential Job Operations:

1. Help draft and send camp correspondence, coordinate camp tours, and act as the primary point of contact for families regarding their registration, required forms, and questions related to camp
   1. Manage online database (CampBrain) and enter registrations.
   2. Answer the phone, check messages, and answer emails.
   3. Communicate with churches, Family/Child Services, JumpStart, and other organizations that provide funding to campers.
   4. Make pre-week phone calls to parents with reminders and notices for their child’s upcoming camp.
   5. Manage financial assistance applications and work with sponsors to ensure sponsorship and good record.
2. Organize weekly paperwork (sign-in/sign-out sheets, medication administration records, 48-hour phone call sheets, postcards, etc.)
   1. Ensure that sign in/sign out paperwork is ready for Sunday/Friday evenings
   2. Weekly prepare and organize the 48 hour phone call sheets and postcards with the Cabin Leaders
   3. Create a list of medication taken by campers each week and track when medications will be administered
   4. Check the camper email daily and give it to the Program Coordinator.
3. Data entry and management of the online database
   1. Enter all registrations into the computer and send confirmation packages
   2. Enter information gathered at sign-in/sign-out: financials, registration information, medical, etc., alongside the Executive Director
   3. Ensure all camp fees have been paid and bill appropriate agencies for payment.
   4. Manage the online database (CampBrain)
4. Manage first aid.
   1. Notify the Director of any medical situations beyond basic first aid.
   2. Call 911 should there be an emergency.
   3. Administer daily medication of campers (with a member of the Primary Leadership Team).

Requirements/Skills

• Must be a minimum of 20 years of age
• Current CPR and Standard First Aid
• Ability to work with, supervise and give direction to children and adults
• Ability to communicate clearly and effectively
• Strong leadership abilities and mentorship capabilities
• Ability to schedule and implement successful programs
• Experience and ability to supervise staff, volunteers and campers
• Ability to work independently, prioritize workload and manage time efficiently
• Prior experience with CampBrain is an asset.

Other Responsibilities

• Answer questions from parents at drop-off and pick-up
• Intake and record all medical related information from parents at camper drop off
• Create and implement care plans for camper medical needs in consultation with parents and Director
• Aid staff in completing paperwork involving publicity, such as postcards
• Work closely with Treasurer on registration payments and sponsorships
• Lead Bible study, staff prayer time and mentor younger staff in accordance to Kingswood Camp’s Statement of Faith
• Assist in leading School Field Days in the spring
• Carry out all other duties as assigned by Director