Camp Communications and Administration Manager

Ymc; King (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

YMCA Camp Hanes in North Carolina seeks a Camp Communications and Administration Manager to oversee the administrative and communications functions supporting year-round operations. You will act as the primary contact for campers, families, schools, volunteers, donors, and guests, ensuring accurate information and a welcoming YMCA experience.

As a Camp Hanes leadership team member, you will develop systems, manage registrations, records, and communications, and support fundraising and board

Qualifications

• High school diploma or equivalent.
• At least two years of experience in office administration, registration, customer service, communications, or a related area.
• Strong written, verbal, interpersonal, and customer service skills.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn registration, financial, database, and communication systems.

Responsibilities

• Lead the daily operation of the Camp Hanes administrative office.
• Serve as a primary 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.
• Coordinate office purchasing, inventory, equipment, supplies, mail, and other administrative resources.
• Coordinate registration processes for summer camp, day camp, family programs, and other Camp Hanes offerings.
• Collaborate with leadership to support administrative, financial, human resources, and operational processes.
• Support the Board communications and fundraising events as needed.
• Participate in leadership activities and cross-department coordination to advance YMCA mission.

Skills

Communication skills

Customer service

Interpersonal skills

Time management

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Position SummaryThe 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 FunctionsAdministrative and Office OperationsLead 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 ExperienceManage 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 AdministrationCoordinate 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 MarketingCoordinate Camp Hanes communications across email, website, social media, newsletters, promotional materials, and other approved platforms.Develop and distribute clear, engaging communications for campers, families, alumni, donors, volunteers, schools, groups, and community partners.Maintain communication calendars and ensure information is timely, accurate, consistent, and aligned with current programs and priorities.Support the promotion of camp programs, events, fundraising initiatives, registration periods, and community engagement opportunities.Ensure all communications reflect YMCA branding standards, mission, values, and commitment to welcoming and serving all.Monitor general communication channels and route inquiries or concerns to the appropriate staff member.Represent YMCA Camp Hanes with professionalism, warmth, responsiveness, and sound judgment.Board Fundraising and Event SupportServe as Secretary to the Camp Hanes Board of Advisors by coordinating meeting communications, preparing materials, recording and distributing minutes, maintaining board records, and supporting meeting logistics and refreshments.Provide administrative and logistical support for fundraising events, open houses, alumni activities, community events, and other special programs.Coordinate event registration, communications, documentation, supplies, schedules, and post-event follow-up.Support the YMCA Annual Impact Fund and other approved fundraising priorities.Assist with donor acknowledgments, campaign materials, fundraising records, event communications, and related administrative responsibilities.Maintain appropriate confidentiality when handling board, donor, financial, and organizational information.Leadership and Team CollaborationServe as an engaged member of the Camp Hanes leadership team and contribute to a positive, collaborative, and solutions-focused culture.Participate in annual planning, program planning, budget development, enrollment forecasting, capacity planning, and other strategic initiatives.Collaborate with Program, Food Service, Facilities, and Association staff to support safe, efficient, and high-quality program delivery.Participate in staff meetings, training, committees, and professional development opportunities.Provide administrative support during peak program periods, including occasional evenings and weekends as operationally necessary.Model the YMCA's core values of caring, honesty, respect, and responsibility in all interactions.Help create an environment in which every person feels welcomed, respected, valued, and connected.Demonstrate flexibility, initiative, and a willingness to respond to changing priorities and operational needs.High school diploma or equivalent.At least two years of experience in office administration, registration, customer service, communications, or a related area.Strong written, verbal, interpersonal, and customer service skills.Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn registration, financial, database, and communication systems.Ability to process registrations, payments, invoices, contracts, and related records accurately.Ability to handle confidential and sensitive information with discretion and professionalism.Ability to work independently and collaboratively across departments.Ability to work occasional evenings, weekends, and extended hours during peak camp seasons.Commitment to the YMCA's mission and core values of caring, honesty, respect, and responsibility.Successful completion of all required background screenings and other conditions of employment.Physical and Work Environment RequirementsAbility to perform administrative work that includes prolonged periods of sitting, computer use, telephone communication, and repetitive hand movements.Ability to move throughout office, camp, and program areas, including uneven outdoor terrain when necessary.Ability to occasionally lift and carry supplies, files, equipment, or event materials weighing up to 25 pounds.Ability to work in a camp environment that may include varying temperatures, outdoor conditions, noise levels, and seasonal activity.Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the