Camp Communications and Administration Manager

Position Summary

The Camp Communications and Administration Manager leads the administrative and communication functions that support the year-round operation of YMCA Camp Hanes. This position ensures families, guests, groups, volunteers, donors, and community partners receive accurate information, responsive service, and a welcoming YMCA experience. As a member of the Camp Hanes leadership team, the Director maintains effective systems, strengthens cross-departmental coordination, and advances the mission and values of the YMCA of Northwest North Carolina.

Essential Functions

Administrative and Office Operations

• Lead the daily operation of the Camp Hanes administrative office, ensuring systems are organized, responsive, and prepared to support year-round programming.
•  Serve as a primary point of contact for campers, families, schools, retreat and conference groups, volunteers, donors, community members, and guests.
• Respond to telephone, email, and in-person inquiries promptly, accurately, and professionally.
• Develop and maintain efficient administrative systems, calendars, records, reports, files, and standard operating procedures.
• Compile program statistics, participation data, operational reports, and other documentation required by Camp Hanes and the YMCA of Northwest North Carolina.
• Process invoices, payments, billing records, deposits, and other financial transactions in accordance with established procedures and internal controls.
• Partner with the Executive Director and Association staff to support administrative, financial, human resources, and operational processes.
• Safeguard employee, participant, financial, and organizational information while maintaining accurate and confidential records.
• Coordinate office purchasing, inventory, equipment, supplies, mail, and other administrative resources.
• Collect, organize, and distribute camper and staff mail during program seasons.
• Support recruitment and onboarding by coordinating applications, pre-employment documents, new-hire paperwork, and other assigned administrative requirements.
•  Monitor compliance with applicable YMCA policies, procedures, deadlines, and documentation standards.
•  Complete special projects and additional responsibilities assigned by the Executive Director.

Registration and Family Experience

• Manage registration processes for summer camp, day camp, family programs, and other Camp Hanes offerings.
• Accurately process registrations, payments, cancellations, transfers, refunds, forms, and other participant transactions.
• Maintain complete and accurate participant records within designated registration and database systems.
• Track outstanding balances, health information, waivers, required forms, and other enrollment requirements, and follow up with families before established deadlines.
• Provide families and participants with clear, timely communication before, during, and after their Camp Hanes experience.
• Identify and implement improvements that make registration and customer service more efficient, accessible, and family-centered.
• Provide leadership and administrative support during summer camp check-in and check-out.
• Resolve routine concerns promptly and escalate sensitive or complex matters to the appropriate member of the leadership team.

Group Conference and Outdoor Education Administration

• Coordinate administrative support for conferences, retreats, school groups, Outdoor Education programs, and other year-round group experiences.
• Prepare, distribute, track, and maintain contracts, agreements, participant information, and supporting documentation.
• Maintain accurate group calendars, reservations, schedules, attendance information, and program details.
• Coordinate pre-arrival and post-event communication to ensure groups understand schedules, requirements, payment expectations, and available services.
• Process deposits, invoices, payments, account adjustments, and final billing for group programs.
• Monitor outstanding contracts, documentation, and balances and conduct timely follow-up with group representatives.

Communications and Marketing

• Coordinate Camp Hanes communications across email, website, social media, newsletters, promotional materials, and other approved platforms.
• Develop and distribute clear, engaging communications for campers, families, alumni, donors, volunteers, schools, groups, and community partners.
• Maintain communication calendars and ensure information is timely, accurate, consistent, and aligned with current programs and priorities.
• Support the promotion of camp programs, events, fundraising initiatives, registration periods, and community engagement opportunities.
• Ensure all communications reflect YMCA branding standards, mission, values, and commitment to welcoming and serving all.
• Monitor general communication channels and route inquiries or concerns to the appropriate staff member.
• Represent YMCA Camp Hanes with professionalism, warmth, responsiveness, and sound judgment.

Board Fundraising and Event Support

• Serve as Secretary to the Camp Hanes Board of Advisors by coordinating meeting communications, preparing materials, recording and distributing minutes, maintaining board records, and supporting meeting logistics and refreshments.
• Provide administrative and logistical support for fundraising events, open houses, alumni activities, community events, and other special programs.
• Coordinate event registration, communications, documentation, supplies, schedules, and post-event follow-up.
• Support the YMCA Annual Impact Fund and other approved fundraising priorities.
• Assist with donor acknowledgments, campaign materials, fundraising records, event communications, and related administrative responsibilities.
• Maintain appropriate confidentiality when handling board, donor, financial, and organizational information.

Leadership and Team Collaboration

• Serve as an engaged member of the Camp Hanes leadership team and contribute to a positive, collaborative, and solutions-focused culture.
• Participate in annual planning, program planning, budget development, enrollment forecasting, capacity planning, and other strategic initiatives.
• Collaborate with Program, Food Service, Facilities, and Association staff to support safe, efficient, and high-quality program delivery.
• Participate in staff meetings, training, committees, and professional development opportunities.
• Provide administrative support during peak program periods, including occasional evenings and weekends as operationally necessary.
• Model the YMCA's core values of caring, honesty, respect, and responsibility in all interactions.
• Help create an environment in which every person feels welcomed, respected, valued, and connected.
• Demonstrate flexibility, initiative, and a willingness to respond to changing priorities and operational needs.

• High school diploma or equivalent.
• At least two years of experience in office administration, registration, customer service, communications, or a related area.
• Strong written, verbal, interpersonal, and customer service skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn registration, financial, database, and communication systems.
• Ability to process registrations, payments, invoices, contracts, and related records accurately.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Ability to work independently and collaboratively across departments.
• Ability to work occasional evenings, weekends, and extended hours during peak camp seasons.
• Commitment to the YMCA's mission and core values of caring, honesty, respect, and responsibility.
• Successful completion of all required background screenings and other conditions of employment.

Physical and Work Environment Requirements

• Ability to perform administrative work that includes prolonged periods of sitting, computer use, telephone communication, and repetitive hand movements.
• Ability to move throughout office, camp, and program areas, including uneven outdoor terrain when necessary.
• Ability to occasionally lift and carry supplies, files, equipment, or event materials weighing up to 25 pounds.
• Ability to work in a camp environment that may include varying temperatures, outdoor conditions, noise levels, and seasonal activity.
• Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the