Camp & Youth Program Administrative Assistant

LAKELAND HILLS YMCA • Mountain Lakes, NJ

2d • $20 - $23 • Hybrid

About The Position

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!

Requirements

• 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
• High school diploma or equivalent required

Nice To Haves

• Experience in a camp, school, childcare, or youth-serving organization
• Associate's or bachelor's degree a plus

Responsibilities

• 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
• 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
• 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

Benefits

• 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.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED