Administrative Assistant - Camp Wabansi

Greater Green Bay YMCA•Brussels, WI

12h•Onsite

About The Position

Under the general supervision of the Camp Director, this position serves as the primary point of contact for families, staff, and visitors while supporting registration, attendance, financial tracking, and daily communication. Through strong organization, communication, and confidentiality, the Office Admin ensures camper safety, program efficiency, and positive family experiences. The Administrative Assistant (Office Admin) is a full-time seasonal operational support position responsible for ensuring the smooth, accurate, and professional functioning the camp's front office and administrative systems. This position works Monday-Friday from the start of June through the middle of August, varying between the hours of 7:00am - 5:00pm with some Thursday overnights required.

Requirements

High school diploma, GED, or equivalent required; coursework in business, administration, communications, or related fields preferred.
Experience with office systems, customer service, or administrative support required; experience in a camp, youth organization, school, or administrative environment preferred.
Minimum age of 18 years old.
Proficiency in Microsoft Word and Excel.
Experience with office equipment and cash-handling procedures.
Excellent customer service, communication, and interpersonal skills.
Strong organizational skills with high attention to detail and ability to prioritize tasks, meet deadlines, and adapt to changing needs.
Ability to maintain confidentiality of camper, staff, and financial records.
CPR/AED and First Aid certification required (training provided).
Access to reliable transportation to travel to and from camp on a daily basis.

Responsibilities

Serve as the primary front office contact by monitoring the camp phone and email, greeting families and visitors, and relaying information to staff to ensure timely and accurate communication.
Assist families with online registration, camper records, and general camp information by providing clear guidance and maintaining confidentiality so that enrollment processes run smoothly and families feel supported.
Support daily camper arrival and dismissal by verifying identification, recording accurate attendance, and assisting with supervision to ensure safe and efficient transitions.
Manage daily attendance tracking by using radio communication and written/electronic systems to maintain accurate, real-time camper location records.
Prepare, organize, and manage bus boxes by compiling medical forms, rosters, camp store funds, and special program materials to ensure safe and organized off-site transport.
Manage weekly family communication by preparing and distributing informational emails, letters, and overnight participation details to ensure families are informed and prepared.
Track, balance, and report all camp store financial activity by reconciling cash boxes, updating spreadsheets, and coordinating deposits to ensure accurate financial records.
Order, track, and maintain inventory for office supplies, camp store items, food products, housekeeping supplies, and program materials to ensure smooth camp operations and availability of needed resources.
Assist the Camp Director with social media and marketing efforts.
Maintain a safe, clean, and organized office environment by following child safety policies, mandated reporting guidelines, and emergency response protocols to ensure a professional and compliant workspace.