Camp Communications and Administration Manager

# Camp Communications and Administration Manager Camp Hanes - King, NC 27021

End Date   10/18/2026## Overview Salary Range $18.00 - $20.00 Hourly Position Type Full Time Job Shift Full-Time## Description Position Summary The Camp Communications and Administration Manager leads the administrative and communication functions that support the year-round operation of YMCA Camp Hanes. This position ensures families, guests, groups, volunteers, donors, and community partners receive accurate information, responsive service, and a welcoming YMCA experience.

As a member of the Camp Hanes leadership team, the Director maintains effective systems, strengthens cross-departmental coordination, and advances the mission and values of the YMCA of Northwest North Carolina.

Essential Functions Administrative and Office Operations
* Lead the daily operation of the Camp Hanes administrative office, ensuring systems are organized, responsive, and prepared to support year-round programming.
* Serve as a primary point of contact for campers, families, schools, retreat and conference groups, volunteers, donors, community members, and guests.
* Respond to telephone, email, and in-person inquiries promptly, accurately, and professionally.
* Develop and maintain efficient administrative systems, calendars, records, reports, files, and standard operating procedures.
* Compile program statistics, participation data, operational reports, and other documentation required by Camp Hanes and the YMCA of Northwest North Carolina.
* Process invoices, payments, billing records, deposits, and other financial transactions in accordance with established procedures and internal controls.
* Partner with the Executive Director and Association staff to support administrative, financial, human resources, and operational processes.
* Safeguard employee, participant, financial, and organizational information while maintaining accurate and confidential records.
* Coordinate office purchasing, inventory, equipment, supplies, mail, and other administrative resources.
* Collect, organize, and distribute camper and staff mail during program seasons.
* Support recruitment and onboarding by coordinating applications, pre-employment documents, new-hire paperwork, and other assigned administrative requirements.
* Monitor compliance with applicable YMCA policies, procedures, deadlines, and documentation standards.
* Complete special projects and additional responsibilities assigned by the Executive Director.

Registration and Family Experience
* Manage registration processes for summer camp, day camp, family programs, and other Camp Hanes offerings.
* Accurately process registrations, payments, cancellations, transfers, refunds, forms, and other participant transactions.
* Maintain complete and accurate participant records within designated registration and database systems.
* Track outstanding balances, health information, waivers, required forms, and other enrollment requirements, and follow up with families before established deadlines.
* Provide families and participants with clear, timely communication before, during, and after their Camp Hanes experience.
* Identify and implement improvements that make registration and customer service more efficient, accessible, and family-centered.
* Provide leadership and administrative support during summer camp check-in and check-out.
* Resolve routine concerns promptly and escalate sensitive or complex matters to the appropriate member of the leadership team.

Group Conference and Outdoor Education Administration
* Coordinate administrative support for conferences, retreats, school groups, Outdoor Education programs, and other year-round group experiences.
* Prepare, distribute, track, and maintain contracts, agreements, participant information, and supporting documentation.
* Maintain accurate group calendars, reservations, schedules, attendance information, and program details.
* Coordinate pre-arrival and post-event communication to ensure groups understand schedules, requirements, payment expectations, and available services.
* Process deposits, invoices, payments, account adjustments, and final billing for group programs.
* Monitor outstanding contracts, documentation, and balances and conduct timely follow-up with group representatives.

Communications and Marketing
* Coordinate Camp Hanes communications across email, website, social media, newsletters, promotional materials, and other approved platforms.
* Develop and distribute clear, engaging…