Camp & Youth Program Administrative Assistant

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

Benefits offered by this job

Free YMCA membership

Access to Health & Fitness Center

Job summary

Lakeland Hills YMCA is seeking an organized Administrative Assistant to support the Camp & Youth Programs Director in Mountain Lakes, NJ. This part-time role focuses on rosters, enrollment tracking, and family communication to ensure smooth operations for youth activities.

You’ll handle administrative tasks, coordinate schedules, and assist with events while maintaining confidentiality and a customer-friendly approach. The position offers a competitive hourly wage and YMCA benefits.

Qualifications

• Strong customer service skills with a friendly, patient, solutions-oriented approach when working with parents, kids, and staff.
• Proficiency in Microsoft Word and Excel.
• Experience using Daxko and PlayerSpace (or comparable platforms).
• Excellent written and verbal communication, especially in customer-facing contexts.
• Strong organizational skills with ability to manage multiple tasks and deadlines.

Responsibilities

• Maintain accurate rosters for camp and youth program sessions and monitor enrollments, waitlists, and attendance.
• Prepare rosters, schedules, group assignments, sign-in sheets, and program materials.
• Communicate updates to families about weather closures, schedule changes, and pickup/drop-off details.
• Support the Camp & Youth Program Director with scheduling, correspondence, and event logistics.
• Assist with data entry and file maintenance for program records and forms.

Skills

Customer service

MS Office

CRM platforms

Communication

Organization

Education

High school diploma

Associate or bachelor's a plus

Tools

Daxko

PlayerSpace

Job description

Administrative Assistant – Camp & Youth ProgramsLakeland Hills YMCA100 Fanny Rd, Mountain Lakes, NJ 07046Department: Youth ProgramsReports To: Camp & Youth Program DirectorStart Date: Approximately September 14, 2026Position Type: Part-TimeAbout the RoleThe 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 DoProgram AdministrationPull, update, and maintain accurate participant rosters for camp and youth program sessionsTrack enrollment, waitlists, cancellations, and attendancePrepare and distribute rosters, schedules, group assignments, sign-in sheets, and other program materialsMonitor program schedules and help identify conflicts, gaps, or changes before they become problemsAssist with the day-to-day organization of youth program operationsFamily & Community CommunicationServe as a friendly and professional point of contact for parents and families by phone, email, and in personAnswer questions about registration, schedules, policies, and program logisticsCommunicate important updates to families, including weather closures, schedule changes, and pickup/drop-off informationHelp families navigate program questions and concernsEscalate more complex issues to the Camp & Youth Program Director when appropriateAdministrative SupportMaintain organized digital and physical files for program records, permission slips, medical forms, and other required documentationAssist with data entry and maintaining accurate information in camp and registration systemsSupport the Program Director with correspondence, scheduling, and meeting preparationHelp coordinate logistics for special events, field trips, and other program activitiesOrder, organize, and track program suppliesTake on additional administrative tasks that help keep programs running smoothlyWhy Work at the Y!Pay: $20.00–$23.00 per hour, commensurate with experienceNJ Paid Sick TimeFree 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.RequiredStrong customer service skills, with a friendly, patient, and solutions-oriented approach when working with parents, kids, and staffProficiency in Microsoft Office products, including Word and ExcelExperience using Daxko and PlayerSpace (or comparable CRM/membership management platforms)Prior administrative, office, or customer service experienceExcellent written and verbal communication skills, especially in a customer-facing capacityStrong organizational skills and comfort managing multiple tasks/deadlines at onceAbility to maintain confidentiality with sensitive family and participant informationEven Better If You HaveExperience in a camp, school, childcare, or youth-serving organizationHigh school diploma or equivalent required; associate's or bachelor's degree a plusSchedule & Work Environment20–25 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