Programs Administrator

ASC Advisors LLC • Austin, TX

6h

About The Position

Every year, over 500 children experience the "magic" of Austin Sunshine Camps (ASC) at no cost to their families. But before the first campfire is lit, a complex web of enrollment, data integrity, and grant compliance must be perfectly executed. We are looking for a Programs Administrator—a systems thinker and compassionate communicator who will serve as the backbone of our program operations, ensuring that every eligible child has a seat at the table (and a spot in the cabin).

Requirements

• You have 3+ years of experience in nonprofit operations, registrar roles, or grant administration.
• You love spreadsheets and clean data.
• You can explain complex eligibility requirements to a parent with empathy and clarity.
• You spot a data discrepancy from a mile away and take pride in "getting it right the first time."
• You have the ability to manage documentation, compliance processes, and reporting requirements.
• You believe cost should never be a barrier to a child’s growth.
• Proficient in Google Workspace and experienced with enrollment or CRM databases.
• Must have reliable transportation for travel between Zilker Park, Lake Travis, and Kyle.
• Willingness to support camp programming on-site (Ropes Course certification provided!).
• Ability to pass a National Enhanced Criminal Background Check.

Nice To Haves

• Fluency in English and Spanish preferred

Responsibilities

• Serve as the primary registrar and the welcoming voice for ASC families via phone, email, and text.
• Architect and manage our enrollment databases, ensuring the application process is seamless for families and the data is pristine for our team.
• Own the lifecycle of a camper's journey: from initial application and eligibility verification to waitlist management and final reporting.
• Track camper participation, demographics, and eligibility requirements.
• Manage waitlists, cancellations, and enrollment communications with families.
• Generate enrollment reports and data summaries for the Programs team and leadership.
• Bridge the gap between Programs and Finance by ensuring restricted grant funds are coded accurately and spent effectively.
• Maintain "audit-ready" records, tracking participation and demographics to satisfy our commitment to our generous donors.
• Collaborate with the Finance team to reconcile program data with monthly invoices and financial reports.
• Track participation and participant eligibility for grant-funded programs.
• Reconcile program participation data with financial records to ensure accuracy.
• Support the Chief Programs Officer in scaling our operations as we grow.
• Develop internal protocols that make our administrative engine run faster and smoother.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees