Camp Administrator Job Description
Under the immediate supervision of the Youth Programs and Events Supervisor, the Camp Administrator oversees all administrative duties for The Watersports Camp. This broad-based position includes, but is not limited to: processing camp registrations and payments, collecting waivers and medical history forms, producing rolls cards, supervising camp check-in and check-out, distributing scholarships, assisting customers both in person and over the phone, troubleshooting online registration issues, processing scholarship and YMCA billings, processing refunds, and ensuring quality customer service practices are met by all staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Performs all necessary camp office administrative duties for The Watersports Camp
- Ensures camp registrations are being properly entered into the online registration system
- Collects payments in the form of credit card, cash, or check
- Processes any necessary refunds and transfers
- Processes scholarship applications and distributes appropriate funds
- Monitors scholarship database and tracks funds
- Produces weekly report of enrollments in all camps
- Oversees camp check-in
- Produces weekly rolls cards and check-in/sign-out sheets
- Ensures every camper has a completed medical history and release waiver on file
- Assists customers and front office staff with any technical issues
- Ensures camp minimums are met and if not cancels camps if necessary
- Contacts Thriva technical support for any unsolved problems or system issues
- Processes scholarship and YMCA billings
- Takes all cash and check payments to YMCA each week
- Assists Camp Supervisor with day-to-day operations
- Ensures camp is set up and ready for campers’ arrival each morning
- Ensures proper camper medications are sent with appropriate groups
- Orders camp supplies and ensures each camper group has adequate supplies
- Communicates with Program Assistants on camp enrollment each week to ensure there is no overbooking
- Processes camp food orders and completes necessary supplies shopping
- Oversees camper pick up/parking lot operations
- Ensures each visiting/observing parent or family member has a completed Special Event Waiver on file
- Promotes camp programs at various offsite locations
- Works to develop camp promotional strategies
- Works to reach new customers/groups especially in new and developing categories
- Works to pitch and sell new programs and opportunities
- Reaches out to different organizations to promote camps
Customer Service and Collaboration
- Serves as main point of contact for customers regarding administrative or technical issues
- Serves as main point of contact for Office Assistants regarding camp administrative or technical issues
- Ensures all staff are providing the best customer service and value possible
- Responds to customer inquiries, complaints, and issues in a timely fashion
- Establishes and maintains working relationships with various A.S. and University departments
- Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
- Adheres to Associated Students’ Code of Safe Practices
- Reports accidents to supervisor and reviews changes required to avoid reoccurrence Ensures completion proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
- Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately
Minimum & Preferred Requirements
- High School Diploma
- Minimum 2 years in a customer service based administrative position.
- Experience communicating and resolving problems in person and over the phone.
- Experience working with a customer management software.
- Experience and general skills with Microsoft Word and Excel.
- Bilingual skills are preferred.
Licenses & Certifications:
- Red Cross Waterfront Lifeguarding (must be obtained within the first month of employment)
- NASBLA approved powerboat certification (must be obtained within the first month of employment)
- FBI, DOJ, and LiveScan fingerprint clearance
- Current valid CA Driver’s License
- Priority consideration will be given to current SDSU/UCSD students
- Complete tasks and projects that require high level of skill and/or attention to detail
- Capable of maintaining positive working relationships with staff, customers, and vendors
- Address customers with the highest standard of customer service
- Must have knowledge of MBAC and The Watersports Camp programs
- Must have excellent knowledge of boating laws and regulations including regulations specific to Mission Bay
- Must be well organized and able to prioritize work, problem solve, make decisions, and meet scheduled deadlines under pressure
- Must be able to follow oral and written directions and follow projects through to completion
- Must have ability to organize and track camper and CIT waivers, scholarships, and payments
- Must be able to lead by example and serve as a teacher/mentor to staff within the department and at MBAC
- Must have strong English language skills and the ability to read, write, and verbally communicate at a level appropriate to the duties of the position
KNOWLEDGE, SKILLS & ABILITIES
- Must have excellent organizational and interpersonal skills
- Ability to multitask while working in a fast paced environment
- Ability to work in stressful situations and make appropriate decisions
- Ability to work independently with minimal supervision and as a team player
- Ability to interact effectively with a wide diversity of people and support San Diego State University Associated Students’ values and mission
- Ability to perform detailed tasks
- Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint), and ability to learn and utilize new software programs
SCHEDULE & WORKING CONDITIONS
This is a part-time seasonal position (May-September) requiring flexibility and willingness to work long hours.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is generally performed within an office environment with standard office equipment. The work environment can be stressful during periods of high volume. This job will occasionally require driving. The work environment will involve exposure to salt water, cold water, sun, wind, rain, weather, sand, seaweed, sea grass, ocean currents, sea creatures, breaking waves, and other outdoor elements.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include but are not limited to: swimming, swimming in rough and deep water, walking, running, walking or running over rough or uneven surfaces, bending, stooping, lifting, pushing, pulling, and carrying loads. Must be able to swim at least 550 yards, dive at least 10 feet deep, swim with a 10 pound object for at least 20 yards, and tread water for at least 2 minutes. Must be able to watch and supervise groups of students in the ocean and/or bay while coaching technique and supervising safety. Must be able to recognize and respond to emergencies and prevent injuries or drowning.
Inside the Organization:
- Reports to MBAC Youth Programs and Events Supervisor
- Works closely with Youth Camp Program Assistant and other area Program Assistants
- Works closely with Office Assistants and Camp Counselors
- Interacts with Office Supervisor
Outside the Organization:
- Interacts with outside food vendors
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position. Fingerprinting is required for all employee and volunteer positions that have direct contact with minor children.