Camp & Youth Program Administrative Assistant

Lakeland Hills Ymca • Mountain Lakes, NJ

10h • 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

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