Camp Administrative Assistant
Job Description
Reports to: Camp Administrative Director
Academy Camps is an overnight sports-specific sleepaway camp experience that takes place on the campus of Suffield Academy (CT). We are seeking an Administrative Assistant to be a member of our camp leadership team and coaching staff.
Who we are
Academy Camps is a
modern approach to the sports camp experience. We offer 1-week sessions for Boys & Girls aged 10 - 15 interested in baseball, basketball, football, soccer, squash, swimming, tennis & volleyball. Our campers choose one of our 8 "Academy Sports" and receive 2 intensive training sessions per day with our high-performance coaching staff.
We are a dedicated team of high performance coaches, nurturing & exemplary counselors, and experienced camp professionals, passionate about the 'whole athlete'. Outside of sports specific training sessions, AC is distinguished in delivering programming focused on its pillars of Performance, Wellness, Mindset, and Leadership mixed in with a healthy dose of fun through a daily schedule of traditional sleepaway camp activities.
Position
The Camp Admin Assistant plays a key role supporting the Leadership and Administrative Team in ensuring smooth camp operations and an outstanding experience for campers, parents, and staff. This role will focus on execution, organization, and responsive support - assisting with day-to-day administrative tasks, communication, and logistics from the Camp Office. The Admin Assistant will play a key role in keeping the camp office running efficiently. This role is highly task-oriented and requires excellent organizational skills, flexibility, project-management experience, and an emotionally-intelligent approach to customer service.
KEY RESPONSIBILITIES:
Communication Support - Assist with managing inbound phone calls and emails from parents, and support the phone reservation process. Provide timely responses when appropriate and escalate to the appropriate member on the leadership team when necessary.- Forms & Records Management - Assist the Admin Director in the process for all staff and camper forms, camper profiles, and the OEC and ACA accreditation processes ensuring a smooth operation for pre-camp and during camp.
- Office Management - Support with the daily operations of the Camp Office, ensuring smooth communication flow between individuals, proper supply management, and efficient office procedures.
- Logistics Support - Provide logistical support for daily mail and package distribution, camper arrivals, departures, and off-site activities as well as camper birthdays, special events, and evening programs.
- Supply Management - Assist on-site with the organizing of supplies at the start of the summer and with the on-going inventory process throughout the summer. Support supply ordering, as needed, and in the creation of staff gear bags and camper gear kits for each session.
- Accreditation Support - Assist the Admin Director with maintaining and managing accreditation standards in collaboration with other leadership team members, ensuring that the team is prepared for the OEC and ACA visits.
- Dorm Coach Duties - Live in the dorm, build camper relationships, support campers’ physical and emotional health, serve as a positive role model, and get to know every camper well. Apply basic youth development principles in working with campers and staff through communication, relationship development, respect for diversity, involvement, and empowerment of youth
Your Knowledge, Skills, and Abilities
- 3+ years experience in a professional setting (in an administrative or project-based capacity, preferred)
- A creative problem-solver with a keen attention to detail
- Strong task management skills, with the ability to prioritize and follow through on multiple responsibilities in different project areas
- Self-motivated, strong organizational skills and demonstrated ability to juggle multiple priorities at once
- Empathetic approach to customer service and parent communication
- An excellent relationship builder - quick to connect, build trust, and rapport
- A creative problem-solver - proactive, anticipates problems, and asks for help when needed
- A growth mindset - an orientation towards learning and development; willing to receive and implement feedback and learn from mistakes
Expectations, Compensation, and Benefits
- Available and on-site for the dates of the full summer session including staff pre-season training and post-camp: June 18 - August 8
- Pre-camp availability starting May 1 for onboarding, preparation, and select projects. Hours are part-time and flexible (i.e. limited to a couple hours per week at first and increasing as we get closer to camp.)
- The AC compensation package is competitive and is commensurate with skills and experience. Compensation for a full summer commitment is $2,500 - 4,500 and includes room and board. Travel stipend provided to support relocation.
- Reside on campus - room and board included on-site at both of our campuses with access to state-of-the-art athletic facilities, providing a seamless and immersive experience.
- Opportunity to grow with Academy Camps as our presence expands regionally and nationally.
- Follow camp staff rules and regulations as outlined in the Academy Camps Staff Playbook
