Program Administrative Assistant

This position supports the work of YMCA Camp H.R. Erdman, committed to strengthening the community on Oahu by providing positive life-changing experiences for individuals, groups, and families. This position is responsible for, following up with reservations, collecting and filing paperwork, collecting and processing payments, and assisting other departments in providing guests and campers with an excellent experience before and during their stay at Camp Erdman. 

• Dates: May 19 - August 3, 2024 (opportunities to extend employment into fall).
• Base pay: $400 per week + meals and housing
• Hours: 40 hrs a week - Sunday (10am - 6pm) & Monday - Thursday (9am - 5pm)

1. Welcome Center

• Welcome and assist walk-in visitors and on-site guests who enter the front office throughout the day.
• Facilitate walk-in camp tours and provide information about Camp Erdman’s Programs, Mission, and facilities.
• Daily correspondence with camp inquiries by answering incoming phone calls, following up on voicemails, and replying to emails professionally and on time.
• Sort & distribute incoming and outgoing mail
• Maintain an organized and clean front reception, desk, & mail area

2. Program Director Support

• Support Program Directors in communications with groups by documenting all booking interests and providing quotes, availability, & programming options per request.
• Perform registrar duties, e.g. managing activity waitlist, processing payments, following procedures for processing accounts receivable, & collecting and filing group, camper, & family forms, documents, & waivers
• Assist with all aspects of activity/booking administrative management, e.g. data entry, key distribution for check-in/check-out, lost & found, participant rosters

3. Office Manager Support

• Assist Office Manager in monthly inventory reports
• Print Daily Cash Reports
• Annual Campaign Assistance
• Staff & Community Events Assistance
• Assist with Camp Store as assigned
• Managing Office Equipment/supplies
• Marketing
  • Collect pictures & videos of activities of each of Camps activities
  • Create and execute a social media strategy that is in line with our YMCA mission statement.
  • Make posts on our social media platforms and maintain consistent engagement.
  • Create marketing materials such as flyers, pamphlets, and banners for YMCA activities, programs, & events per request
  • Camp store & Event Merchandise creation per request
  • Manage & execute marketing promotions