Administrative & Program Assistant

Maine Tasting Center; Scarborough (ME); On-site; USD 21,000 - 30,000; Part time

Job summary

Responsibilities include greeting visitors, coordinating communications, maintaining supplies, and providing essential support to youth programs across administrative and program areas. Part-time hours are available with potential summer extension.

Qualifications

• High School Diploma or equivalent.
• Effective communication and customer service skills.
• Ability to coordinate multiple tasks in an organized way.
• Basic computer literacy including word processing and emailing.
• High degree of flexibility and dependability.
• Commitment to Ketcha Outdoors' mission, vision, and values.
• 1–3 years of administrative or childcare experience.
• Mandated Reporter Training (to be updated every 3 years).
• CPR/First Aid Certificate (to be updated every 2 years).

Responsibilities

• Greet clients, parents, and visitors warmly as the first point of contact.
• Communicate with children, families, and team members in a warm, respectful, and professional way.
• Answer and direct phone calls and respond to emails as directed.
• Maintain a clean, organized front desk and public areas.
• Assist with registration, attendance and program reports, and printing program materials.
• Provide on-call radio response for programs when program directors are unavailable.
• Supervise assigned children to ensure safety and positive interactions.
• Cover Teacher Breaks at least once a week during the school year.

Skills

Effective communication

Customer service

Multi-tasking

Education

High School Diploma or equivalent

Tools

Word processing

Emailing

Job description

The Administrative & Program Assistant is responsible for maintaining professional, efficient front‑desk operations while providing flexible, high‑quality support to Ketcha Outdoors’ youth programs. As the first point of contact for families and visitors, the Administrative & Program Assistant plays a key role in creating a welcoming and professional environment for Ketcha families. This position requires the ability to work independently while staying flexible in a fast‑paced setting.

This position is general support for all areas of Ketcha outdoors, from administration such as registration and development to helping preschool and school aged youth during programming at Ketcha as an occasional substitute.

The ideal candidate is organized, dependable, and adaptable, with strong relationship‑building skills and the ability to remain calm, patient, and supportive in a fast‑paced environment. This position plays a key role in creating a welcoming experience for visitors, families, and participants while helping ensure safe and effective daily program operations.

Job Type: Part‑Time School Year, with the option to continue through the summer full or part‑time

Work Schedule: Mon‑Thursday, 8:30am‑12:30pm, 16 hours per week

Key Responsibilities

• Visitor Management: Greet clients, parents, and visitors warmly as the first point of contact.
• Communication: Communicate with children, families, and team members in a warm, respectful, and professional way. Answer and direct phone calls and respond to emails as directed.
• Facilities Support: Maintain a clean, organized, and welcoming front desk and public areas throughout the building. Monitor and replenish bathroom and other communal area supplies as needed.
• General Administrative Support: Provide administrative support, including scanning, copying, filing, organizing documents, and other office duties.
• Program Administrative Support: Assist with registration, preparing attendance and program reports, preparing and printing program materials.
• Provide on‑call radio response for programs when the program directors are unavailable:
  • Provide backup classroom/program coverage as needed when directors and substitutes are unavailable.
  • Supervise assigned children to ensure physical and emotional safety.
  • Maintain active supervision using sight & sound awareness in indoor and outdoor spaces.
  • Build positive relationships and foster a welcoming environment where children feel seen, valued, and included.
  • Support children in problem‑solving, emotional regulation, and conflict resolution using program‑wide behavior practices.
  • Uphold safety standards.
  • Cover Teacher Breaks at least once a week during the school year.
• Other Duties as assigned

Required Job Qualifications

• High School Diploma or equivalent
• Effective communication and customer service skills
• Ability to coordinate multiple tasks in an organized way
• Basic computer literacy skills including word processing and emailing
• High Degree of flexibility and dependability
• Commitment to Ketcha Outdoor’s mission, vision, and values
• Detail oriented, ability to work independently, multi‑task, and enjoy interfacing with other staff at all levels
• Ability to ensure safety for yourself and all program participants
• 1 to 3 years of administrative, or childcare experience
• Mandated Reporter Training (to be updated every 3 years)
• CPR/First Aid Certificate (to be updated every 2 years)

Essential Job Functions

• This position belongs to a class of employees referred to as Essential Personnel. Essential personnel are those needed on site to meet the needs of our camper and general camp operations. Essential personnel must report to work during their scheduled hours, unless directed otherwise by a supervisor.

Work Environment and Physical Demands

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the ability to:

• Successfully complete a background check and fingerprinting through the Department of Health & Human Services through the State of Maine.
• Work outdoors in a wide range of weather conditions as needed.
• Sit, stand, run, bend, lift to 30 lbs., and move around active program environments.
• Type, use computer and screen for 2-3 windows at a time, use phone.
• Always maintain safety and risk management awareness.
• Work effectively in environments where noise and activity levels may range from moderate to high.
• Support children who may be experiencing strong emotions, conflict, or challenging moments using established program behavior-support practices.