Camp & Youth Program Administrative Assistant

Lakeland Hills Ymca; Mountain Lakes (NJ); On-site; USD 28,000 - 32,000; Part time

Benefits offered by this job

NJ Paid Sick Time

Free YMCA membership with access to on

Job summary

Lakeland Hills YMCA is looking for an organized Administrative Assistant to support the Camp & Youth Program Director with day-to-day operations of our youth programs. You will help keep rosters accurate, keep families informed, and ensure staff are prepared for activities and events.

This role requires attention to detail, strong communication skills, and the ability to thrive in a fast-paced environment. A background in office administration and proficiency with Microsoft Office are essential,

Qualifications

• Strong customer service skills with a friendly, patient approach.
• Proficiency in Word and Excel.
• Experience using Daxko and PlayerSpace or similar CRM systems.
• Prior administrative, office, or customer service experience.
• Excellent written and verbal communication skills.
• Strong organizational skills; able to multitask.
• Ability to maintain confidentiality with sensitive information.

Responsibilities

• Program Administration: pull, update, and maintain rosters for camp and youth sessions; track enrollment, waitlists, cancellations, and attendance; prepare schedules and materials.
• Family & Community Communication: serve as contact for parents by phone, email, and in person; share updates and logistics.
• Administrative Support: maintain files, data entry, assist with correspondence, organize supplies, and support event logistics.

Skills

Customer service

Microsoft Office

CRM systems (Daxko)

Administrative experience

Verbal communication

Organizational skills

Confidentiality

Education

High school diploma

Associate's or bachelor's preferred

Tools

Daxko

PlayerSpace

Job description

Job Details

• Job Location: 100 FANNY ROAD - MOUNTAIN LAKES, NJ 07046
• Position Type: Part Time
• Salary Range: $20.00 - $23.00 Hourly
• Job Shift: Any
• Administrative Assistant – Camp & Youth Programs
• Lakeland Hills YMCA
• 100 Fanny Rd, Mountain Lakes, NJ 07046
• Department: Youth Programs
• Reports To: Camp & Youth Program Director
• Start Date: Approximately September 14, 2026
• Position Type: Part-Time

About the Role

The Lakeland Hills YMCA is looking for an organized, detail-oriented Administrative Assistant to support our Camp & Youth Program Director with the day-to-day operations of our youth programs.

This is a behind-the-scenes role that makes a big difference! You’ll help keep rosters accurate, families informed, staff prepared, and programs running smoothly. If you’re someone who loves staying organized, enjoys a fast-paced environment, and takes pride in helping kids and families have a great experience, we’d love to meet you!

What You’ll Do

Program Administration

• Pull, update, and maintain accurate participant rosters for camp and youth program sessions
• Track enrollment, waitlists, cancellations, and attendance
• Prepare and distribute rosters, schedules, group assignments, sign-in sheets, and other program materials
• Monitor program schedules and help identify conflicts, gaps, or changes before they become problems
• Assist with the day-to-day organization of youth program operations

Family & Community Communication

• Serve as a friendly and professional point of contact for parents and families by phone, email, and in person
• Answer questions about registration, schedules, policies, and program logistics
• Communicate important updates to families, including weather closures, schedule changes, and pickup/drop-off information
• Help families navigate program questions and concerns
• Escalate more complex issues to the Camp & Youth Program Director when appropriate

Administrative Support

• Maintain organized digital and physical files for program records, permission slips, medical forms, and other required documentation
• Assist with data entry and maintaining accurate information in camp and registration systems
• Support the Program Director with correspondence, scheduling, and meeting preparation
• Help coordinate logistics for special events, field trips, and other program activities
• Order, organize, and track program supplies
• Take on additional administrative tasks that help keep programs running smoothly

Why Work at the Y!

• Pay: $20.00–$23.00 per hour, commensurate with experience
• NJ Paid Sick Time
• Free YMCA membership, including access to our brand-new, state-of-the‑art Health & Fitness Center, group fitness classes such as Pilates, Yoga, Cycling, and more. Enjoy our regulation-size pool, exclusive member discounts, and special member‑only opportunities!
• We believe in promoting from within whenever possible and encourage internal career growth. Employees will have first access to opportunities to transfer to other departments and explore new roles as positions become available, providing a pathway for professional development within the organization.

QualificationsRequired

• Strong customer service skills, with a friendly, patient, and solutions-oriented approach when working with parents, kids, and staff
• Proficiency in Microsoft Office products, including Word and Excel
• Experience using Daxko and PlayerSpace (or comparable CRM/membership management platforms)
• Prior administrative, office, or customer service experience
• Excellent written and verbal communication skills, especially in a customer-facing capacity
• Strong organizational skills and comfort managing multiple tasks/deadlines at once
• Ability to maintain confidentiality with sensitive family and participant information

Even Better If You Have

• Experience in a camp, school, childcare, or youth-serving organization
• High school diploma or equivalent required; associate's or bachelor's degree a plus

Schedule & Work Environment

20–25 hours per week; schedule may include some flexibility based on program needs (e.g., increased hours during peak enrollment or camp session weeks)

Primarily an office-based role with regular interaction with program staff and occasional time on-site at camp/program locations