Admin Assistant Director -Westchester-Crestwood Summer Camp

Kids in the Game • Eastchester, NY

10d • $800 - $900 • Hybrid

About The Position

Kids in the Game is seeking a seasonal Admin & Ops Assistant Director for their Westchester-Crestwood Summer Camp. This role is crucial for ensuring the smooth operation of the camp by managing administrative tasks, family communications, and operational systems. The Assistant Director will work closely with the Camp Director and other Assistant Directors to oversee camp operations, manage family and external communications, handle camper registration, maintain operations systems (supplies, purchasing, data management), ensure camp compliance and permits, manage documents, and perform on-site administrative tasks. The position requires strong customer service, data management, organizational, and administrative skills. The goal is to support families, provide them with an excellent camp experience, and ensure staff have the necessary resources while adhering to safety regulations.

Requirements

• Must have completed a physical exam and TB test within one year of the camp dates.
• Pass NYS and national background checks.
• Be CPR, First Aid, and AED certified.
• Possess at least 2–3 years of professional camp leadership experience (e.g., Programming Assistant Director, Off-Site Assistant Director, Assistant Camp Director, Division Leader), including direct supervision of 5–10+ staff members.
• Possess at least 2+ years of program administration and operations experience, including staff supervision, scheduling, registration, and data management.
• Demonstrate experience in youth program development, summer camp operations, and parent communications, with a focus on organization and efficiency.
• Possess excellent written and verbal communication skills.
• Communicate in a timely, professional manner with parents, staff, and colleagues across multiple channels (Slack, Email, Text, Google Calendar, etc.).
• Be able to interpret and follow written or oral instructions (tutorials, step-by-step guides) as part of a self-directed training program.
• Commit to working part-time and remotely during the school year to support camp planning, and full-time for eight weeks during the summer.
• Attend and help lead Core Trainings, all-staff team building events, and camp leadership training before and during the summer.
• Exhibit strong relationship-building and collaboration skills with staff, campers, families, and partners.
• Ability to stand and walk for extended periods of time.
• Ability to walk to and from nearby program locations or parks.
• Ability to bend, kneel, crouch, and reach to engage with children.
• Ability to climb stairs in school buildings or community facilities.
• Ability to lift and carry up to 25–40 pounds.
• Ability to participate in active games and movement-based activities.
• Ability to work outdoors in varying weather conditions.
• Ability to maintain visual and auditory awareness to supervise children effectively.

Nice To Haves

• A Master’s degree in Organizational Leadership, Business Administration, Nonprofit Management, Human Resources, or Public Administration is preferred.
• Prior experience as a youth development supervisor or educator in a public or private setting (2+ years) may also meet the requirements for consideration.
• Demonstrate proficiency using G Suite (Docs, Sheets), Ultracamp registration software, and Asana project management tools.

Responsibilities

• Serve as the front-facing ambassador of the camp experience, modeling mission through warmth, professionalism, and clarity.
• Help shape the emotional feel of camp by setting a welcoming tone and supporting daily rituals.
• Lead with forward-thinking organization and problem-solving to streamline systems and improve communication.
• Set the daily tone with enthusiasm, optimism, and fun, remaining upbeat, approachable, and calm.
• Lead with consistency and reliability, showing up prepared and taking ownership of work.
• Create spaces where families, staff, and campers feel seen and included.
• Lead with compassion and care in every interaction, listening and validating concerns.
• Conduct outreach to potential camp families during pre-summer weeks.
• Support open houses, fairs, and pre-summer marketing opportunities.
• Serve as the primary daily point of contact for families at drop-off and pick-up.
• Act as an ambassador for Kids in the Game and provide a high level of customer care.
• Respond to questions quickly and professionally across email, phone, and in-person.
• Send daily reminders, weekly newsletters, and program highlights.
• Support parent onboarding to camp systems before and during the camp season.
• Flag camper concerns or updates to the Camp Director.
• Work closely with Kids in the Game Cx team to respond to inquiries.
• Track and maintain camper registration lists and weekly rosters.
• Send reminders to families to submit required camp registration paperwork.
• Monitor and collect missing paperwork, medical forms, consents, and follow-ups.
• Register or enter new or last-minute campers into the system on-site.
• Collect cash payments and process digital payments.
• Keep all camper and staff binders and files organized and up to date.
• Support DOH readiness by preparing binders and files for site inspections.
• Arrive at the camp site by 7:30 AM daily to open the camp site and prepare for the day.
• Manage camper check-in & check-out systems and update daily attendance.
• Review staff timesheets and sign-in/sign-out sheets and update daily attendance.
• Collaborate with Programming and Off-site Assistant Directors for event planning and logistics.
• Prepare clipboards with daily schedules, rosters, permissions, and relevant camper details.
• Rotate around the camp to conduct observations, engage with campers and staff.
• Work closely with assigned camp photographer to collect photos.
• Organize and maintain supply inventory; order office & camp materials/equipment.
• Assist with facility readiness and general housekeeping.
• Become familiar with and maintain compliance with all safety regulations.
• Ensure that staff certifications are current and on-site.
• Implement and enforce all safety protocols.
• Collect and submit incident reports.
• Support in leading staff training on emergency response and safety procedures.
• Respond to behavioral, medical, or environmental incidents calmly and effectively.
• Maintain a culture of psychological safety.

Benefits

• End-of-Camp Bonus: Additional performance-based bonuses in the range of $100 - $300 are awarded based on camper enrollment and family satisfaction ratings (NPS scores).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level