The Golden State YMCA is based in Visalia, CA, and operates YMCA Camp Sequoia Lake which is home to 5 summer seasonal independent camps that offer a range of programming that includes: family camping, youth camping, and facility rentals.
The Golden State YMCA is seeking a highly organized and dynamic individual to join our team as the Year-Round Summer Camp Office Manager. This key role supports the year-round administrative and operational needs of YMCA Camp Sequoia Lake, ensuring efficient office operations, managing camper registrations, supporting the camp leadership team, and assisting with day-to-day administrative tasks. This position is crucial to maintaining camp organization, both before and after the summer season.
Qualifications:
Education: High School Diploma/GED and some college
Experience: Minimum of 2-3 years of experience in office management, customer service, or a related administrative role (preferably in a camp or non-profit setting).
Organizational Skills: Strong ability to multitask, prioritize, and handle multiple projects in a fast-paced environment.
Communication: Excellent written and verbal communication skills with the ability to engage with families, staff, and vendors in a professional manner.
Technical Skills: Proficiency with Google Drive (Sheets, Docs, Forms), Microsoft Office Suite (Word, Excel), and camp management software (such as Campbrain, or similar platforms).
Problem Solving: Ability to resolve issues calmly and professionally, ensuring a positive experience for all involved.
Attention to Detail: Strong attention to detail, especially with regard to financial tracking and record keeping.
Customer-Focused: Strong customer service skills, with a friendly and approachable attitude.
Flexibility: Ability to adjust to changes in the camp’s operational needs and work with varying schedules, especially during peak periods of registration or camp season.
Administrative Support:
- Provide year-round administrative support to the CEO and Camp Directors.
- Oversee the daily operations of the camp office, ensuring it runs smoothly and efficiently.
- Organize and maintain paper and electronic files, including camper records, staff documents, and financial data.
- Manage communications with campers, and families, including handling email inquiries, phone calls, and letters.
Camp Registration & Enrollment:
- Oversee the camper registration process year-round, including answering inquiries, processing forms, and handling payments.
- Maintain and update the camper database, ensuring accurate and up-to-date records for all campers.
- Collaborate with the camp’s leadership team to track camper registrations, attendance, and enrollment numbers.
Financial Management:
- Assist with billing and invoicing, ensuring that all payments are recorded and up to date.
- Manage camp’s online payment system, track outstanding balances, and provide follow-up communications to families as needed.
- Track donations and send out acknowledgments
Office Management:
- Ensure office supplies are stocked and maintain inventory of all necessary office equipment and materials.
- Customer Service: Provide excellent service to prospective and current camp families, answering questions about registration, camp policies, and scheduling.
- Problem Solving: Address any issues or concerns that may arise during the registration process or throughout the camp season, working closely with camp management and staff to resolve any challenges.