Administrative Assistant / Customer Service Manager

DEAN Adventure Camps • Haverford, PA

10h • $50,000 - $54,000 • Hybrid

About The Position

As the Customer & Administrative Manager, you’ll serve as the primary point of connection between DEAN Adventure Camps and our families—year-round and on-site during the summer at Haverford College. You’ll ensure families feel supported, informed, and confident at every stage of their experience, while also managing the administrative and operational systems that keep camp running smoothly.

Requirements

• 2–3+ years of experience in customer service, enrollment, admissions, office management, or client services with experience managing multiple communication channels and maintaining accurate records
• Customer-First Mindset – You create warm, reassuring experiences and can navigate difficult conversations with grace and professionalism
• Highly Organized & Detail-Oriented – You manage multiple priorities, platforms, and follow-ups without losing track of important details
• Strong Communicator – You write clear, friendly emails, adapt your tone across audiences, and communicate proactively
• Tech-Comfortable & Curious – You’re confident working across multiple systems (CampBrain, CRM tools, Google Workspace, Airtable, Asana, Slack) and open to learning new tools
• Calm Under Pressure – High-volume days, last-minute changes, and real-time problem-solving don’t rattle you
• Sales-Comfortable (in a Human Way) – You’re comfortable following up with families and see enrollment conversations as helping people find the right fit
• Self-Directed & Reliable – You manage your time well in both structured (on-site summer) and flexible (remote registration) environments working independently while collaborating closely with leadership

Responsibilities

• Serve as the primary contact for families across phone, email, text, Slack, and in-person interactions
• Respond to inquiries with warmth, clarity, and professionalism—guiding families from first interest through the full camp lifecycle
• Proactively follow up with prospective families, incomplete registrations, and pending paperwork
• Document all family interactions clearly and consistently in CampBrain and CRM tools
• Ensure families feel heard, supported, and taken care of—even during high-volume or high-stress moments
• Manage and monitor registration launches, troubleshoot issues in real time, and support families through enrollment
• Pull and share enrollment reports, track session capacity, and flag trends or concerns for leadership
• Maintain clean, accurate data across CampBrain, HubSpot, Airtable, Google Sheets, and related platforms
• Coordinate payment plans, paperwork completion, and special enrollment requests with care and discretion
• Serve as the on-site Office Manager at Haverford College—often the first face families see
• Greet and support parents who come to the office with real-time questions or needs
• Distribute daily rosters, manage attendance tracking, and coordinate health forms with the camp nurse
• Dispatch timely, accurate information to counselors, leadership, and families throughout the day
• Handle last-minute changes, sick days, and urgent issues with calm, organized problem-solving
• Maintain orderly office systems for forms, documentation, and daily operations
• Identify inefficiencies in workflows and help document processes for future automation
• Support leadership by maintaining clear records, proofreading communications, and improving systems over time
• Assist with post-summer follow-up, data cleanup, and preparation for future seasons

Benefits

• Referral Bonus: Earn $50 per hired referral, with no referral limits
• Employee Discounts on: camp rates for family members, outdoor gear, art supplies, electronics, and more.
• Career Growth: Gain resume-building experience, letters of recommendation, and networking opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed