Camp & Youth Program Administrative Assistant at Lakeland… · Mountain…

Summary: Lakeland Hills YMCA is seeking an organized Administrative Assistant to support the Camp & Youth Program Director with the day-to-day operations of its youth programs. The role maintains participant records and program materials, communicates with families, supports scheduling and logistics, and helps ensure programs run smoothly.

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

Required Qualifications:
- * 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

Preferred Qualifications:
- * Experience in a camp, school, childcare, or youth-serving organization
- * High school diploma or equivalent required; associate's or bachelor's degree a plus

Required Skills: Microsoft Word, Microsoft Excel, Daxko, PlayerSpace, Customer Relationship Management (CRM) Platforms, Administrative Experience

Benefits: 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!, 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.