The American Diabetes Association® (ADA) is seeking a Camp Operations Coordinator to support office operations and procedures to ensure successful execution of the camp program. Reporting to the Camp Operations Manager, the Coordinator will provide administrative and operational support for all camp programs including Camp Directors. This role is responsible for handling a wide range of project management, communication and administrative tasks. The candidate must be able to work independently and seek opportunities to improve efficiency. This person must be organized, flexible and enjoy the administrative challenges and process improvement opportunities of supporting multiple camps and working as part of a national program delivery team.
RESPONSIBILITIES
Administrative
- Support the official registrar for camps that require a participant, volunteer, or seasonal staff registration (approximately 5,000 participants and 2,000 staff/volunteers with the intention of growth).
- Provide exceptional customer service to volunteers, seasonal staff and families engaged in camp programs.
- Support and coordinate camper, staff and volunteer management systems and processes.
- Handle incoming and outgoing calls from Camp Support Call Center.
- Maintain accurate records and handle paperwork efficiently prior to camp session.
- Coordinate the organization and scheduling of camp meetings and training (internally and externally).
- Coordinate mailing, supplies, equipment and materials for the Camp team.
- Attend all mandatory trainings and ensure program compliance with HIPAA.
- Support a shared filing system for camp program resources, materials and data.
- Coordinate camp readiness process and risk management prior to opening programs.
- Gather data on camper progress and participate in end-of-camp reports.
- Willingness to travel and prepare logistics for multiple initiatives. Anticipated travel up to 30%.
Accounting/Finance Liaison
- Serve as a coordinator of camp operations with the service center.
- Process payables and receivables.
- Reconcile all camper and staff accounts within 45 days of program closure.
- Process invoices weekly.
- Process contract / seasonal payments.
- Support year-end processing.
- Process all third-party payments, camper discounts and financial aid to comply with Association standards.
Customer Service (internal and external)
- Support training, process development, and implementation of customer service and registration needs.
- Assess the needs of the constituent or member and provide excellent customer service.
- Ability to prioritize and handle incoming inquiries appropriately.
- Navigate website and access information in multiple databases rapidly to respond to constituent questions.
- Identify information gaps for ADA content and materials and provide feedback to managers and other team members.
- Meet department quality assurance standards and metrics
- Follow established organization policies, procedures, and information protocols.
- Effectively communicate with diverse groups of people, including parents, staff and campers.
- Perform other duties as assigned.
QUALIFICATIONS
- Associates degree required.
- Minimum of 2 years of office or project management and/or customer service experience.
- Experience with youth, camp, or community program administration, a plus.
- Experience managing multiple projects simultaneously.
- Knowledge of office management systems and procedures.
- Time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Good oral and written communication, presentation, and interpersonal skills.
- Commitment to excellence and high standards.
- Proficient in computer-based information systems.
- Ability to work in a fast-paced, dynamic environment with variable hours including evenings and weekends as needed.
- Strong desire to support people living with or at-risk-of diabetes.
Preferred:
Candidate to be located in the Pacific or Mountain time zone for scheduled hours during camp peak season.
WHY WORK HERE
The American Diabetes Association (ADA) offers a rewarding career working for one of the premier voluntary health organizations in the world supporting people with type 1, type 2 and gestational diabetes. Our employees like working at the ADA because of our mission, the inclusive environment, work-life balance, our benefits and our culture:
- Industry competitive base pay ranging from $48,000 - $52,000 for this role. Base offers are determined by several factors including but not limited to your relevant work experience, education, certifications, location, internal pay equity, etc.
- A culture of recognition including new hire welcome announcements, service anniversary awards, referral bonuses, monthly All Employee Assembly, appreciation awards
- Generous Paid Time Off, including holidays, vacation days, personal days and sick days
- Comprehensive benefits package including medical, dental, vision, Flexible Spending Accounts (FSA), disability & life insurance, pet insurance and retirement savings
- Guided by our mission, we provide top tier diabetes supply coverage through our medical benefits program
- A company focus on offering mental health programs and work/life balance with most of our employees working remote
- Joining our dedicated team affords the gratification of knowing beyond a doubt that you will impact the lives and well-being of millions