Camping Coordinator

Description

REPORTS TO:

Camp & Outdoor Program Director

FLSA STATUS:
Exempt

POSITIONS SUPERVISED:
None

PURPOSE:

Support the work of the Camp & Outdoor Department by providing administrative coordination to the Camp & Outdoor Program Director. This position will enhance the director’s effectiveness by providing information coordination, project management, strategy execution and camp and facility coordination. This position requires proficiency across a broad spectrum of skills and abilities.
This position requires residing on property at Camp Waypoint (Chouteau, Oklahoma) during the summer camp season.

Administrative Support

• Serve as the primary administrative support to the Camp & Outdoor Programs Director
• Act as point of contact for parents, guardians, participants, user group, and staff regarding camp-related inquiries
• Answer phones, emails, and other communications promptly and professionally
• Maintain an organized filing system (physical and digital) for all camp records
• Draft, proof, and send correspondence, newsletters, and official documents
• Maintain accurate contact databases for campers, families, alumni, staff, volunteers, and community partners
• Assist with board reports, grant applications, and program statistics by compiling necessary data
• Track and file all required paperwork, including medical forms, background checks, and staff certifications

Camper Registration & Enrollment

• Manage the entire registration process for campers (online system and paper as needed)
• Provide customer support to families during the registration process
• Process deposits, tuition, scholarships, and payment plans; track balances and send reminders
• Monitor enrollment numbers and waitlists
• Collect, review, and file health forms, waivers, and permission slips
• Ensure compliance with confidentiality and data protection standards (HIPAA, FERPA when applicable)
• Maintain accurate camper rosters, cabin assignments, and dietary/allergy needs lists
• Provide regular enrollment reports and projections

Staff Support & HR Coordination

• Assist with seasonal staff recruitment by posting job listings, collecting applications, and scheduling interviews
• Assist with tracking staff onboarding documents (applications, contracts, screenings, certifications, and tax forms)
• Communicate key dates and required trainings to staff
• Coordinate seasonal staff arrival logistics (schedules, staff packets, training)
• Help with payroll timekeeping and submission
• Maintain updated staff contact lists

Marketing & Communications

• Manage the annual camp marketing plan under Director’s supervision
• Design (with assistance) and distribute camp promotional materials (flyers, posters, digital ads)
• Build relationships with schools, churches, and community partners for outreach
• Represent camp at fairs, community events, and recruitment sessions

Scheduling & Program Coordination

• Maintain the master calendar of camp sessions, rentals, volunteer groups, user groups, and events
• Schedule groups, field trips, retreats, and rentals
• Coordinate with kitchen, facilities, and program staff to confirm schedules
• Prepare session rosters, cabin assignments, training materials, and welcome packets
• Assist in organizing special events
• Ensure program supplies are ordered and available before sessions

Finance & Bookkeeping (support role)

• Track and reconcile camp-related income (tuition, donations, rentals)
• Issue invoices and receipts for registrations and rentals
• Support Director with budget monitoring
• Maintain petty cash during camp sessions
• Assist with supply ordering and expense tracking

On-Site Camp Session Duties

• Serve as the primary administrative support to the Camp & Outdoor Programs Director and Facilities Director
• Manage camper check-in/check-out procedures
• Serve as the registrar and admin hub during sessions (paperwork, lost & found, parent communication)
• Capture and organize photos of camp activities, ensuring moments are documented and available for marketing, parent communication, and archival purposes
• Maintain an organized photo library and assist with sharing images
• Provide parent communication throughout the week (photos, updates, reminders)
• Track attendance and camper movements (late arrivals, early departures)
• Handle emergencies by contacting parents or assisting the Director as needed
• Assist with staff scheduling changes and substitute coverage
• Maintain camp Trading Post records (merchandise sales, inventory)
• Support logistics such as camper mail, program supply distribution
• Collaborate with the Inclusion Specialist to distribute, and collect surveys from campers and staff to assess camp experiences, inclusivity, and areas for improvement
• Maintain professional visibility and availability on-site for staff/parents

Customer Service & Parent Relations

• Serve as the main customer service representative for camp
• Provide families with information on packing lists, policies, and FAQs
• Respond to parent concerns and escalate when necessary
• Manage pre-camp communication (welcome letters, reminders, confirmations)
• Collect and…