Camping Coordinator333098-Camp Fire Green Country Inc • Tulsa, OK, US
Camping Coordinator
333098-Camp Fire Green Country Inc • Tulsa, OK, US
14 days ago
Job type
- Full-time
Job descriptionManage the entire registration process for campers (online system and paper as needed) Provide customer support to families during the registration process Process deposits, tuition, scholarships, and payment plans; track balances and send reminders Monitor enrollment numbers and waitlists Collect, review, and file health forms, waivers, and permission slips Ensure compliance with confidentiality and data protection standards (HIPAA, FERPA when applicable) Maintain accurate camper rosters, cabin assignments, and dietary / allergy needs lists Provide regular enrollment reports and projections Assist with seasonal staff recruitment by posting job listings, collecting applications, and scheduling interviews Assist with tracking staff onboarding documents (applications, contracts, screenings, certifications, and tax forms) Communicate key dates and required trainings to staff Coordinate seasonal staff arrival logistics (schedules, staff packets, training) Help with payroll timekeeping and submission Maintain updated staff contact lists Manage the annual camp marketing plan under Director’s supervision Design (with assistance) and distribute camp promotional materials (flyers, posters, digital ads) Build relationships with schools, churches, and community partners for outreach Represent camp at fairs, community events, and recruitment sessions Maintain the master calendar of camp sessions, rentals, volunteer groups, user groups, and events Schedule groups, field trips, retreats, and rentals Coordinate with kitchen, facilities, and program staff to confirm schedules Prepare session rosters, cabin assignments, training materials, and welcome packets Assist in organizing special events Ensure program supplies are ordered and available before sessions Track and reconcile camp-related income (tuition, donations, rentals) Issue invoices and receipts for registrations and rentals Support Director with budget monitoring Maintain petty cash during camp sessions Assist with supply ordering and expense tracking Serve as the primary administrative support to the Camp & Outdoor Programs Director and Facilities Director Manage camper check-in / check-out procedures Serve as the registrar and admin hub during sessions (paperwork, lost & found, parent communication) Capture and organize photos of camp activities, ensuring moments are documented and available for marketing, parent communication, and archival purposes Maintain an organized photo library and assist with sharing images Provide parent communication throughout the week (photos, updates, reminders) Track attendance and camper movements (late arrivals, early departures) Handle emergencies by contacting parents or assisting the Director as needed Assist with staff scheduling changes and substitute coverage Maintain camp Trading Post records (merchandise sales, inventory) Support logistics such as camper mail, program supply distribution Collaborate with the Inclusion Specialist to distribute, and collect surveys from campers and staff to assess camp experiences, inclusivity, and areas for improvement Maintain professional visibility and availability on-site for staff / parents Serve as the main customer service representative for camp Provide families with information on packing lists, policies, and FAQs Respond to parent concerns and escalate when necessary Manage pre-camp communication (welcome letters, reminders, confirmations) Collect and manage post-camp feedback surveys Build positive, ongoing relationships with families for retention Track and maintain documentation for ACA accreditation Assist with safety drills and communication during camp sessions Maintain confidentiality of camper and staff records Keep emergency contact and medical information easily accessible Manage camp registration software / database Troubleshoot system issues and work with 501 Tech support when needed Maintain mailing lists, group communication platforms, and shared drives Keep website, calendar, forms, and FAQs updated Assist with fundraising campaigns Coordinate camp alumni and community engagement (newsletters) Track donations related to camp scholarships Support events such as Coins for Camperships and Glamp Fire Take meeting notes for the Director and distribute action items Assist with volunteer / staff recruitment, scheduling, and tracking hours Order camp supplies as needed Assist with facility rentals (contracts, invoicing, coordination) Step into various support roles as needed during peak season Perform other tasks as assigned Demonstrated experience supporting the creation, delivery, coordination, and evaluation of youth development programming and / or adult learning experiences Working knowledge of organizational group dynamics, with positive experience supporting the recruitment, supervision, and collaboration of staff and volunteers Familiarity with environmental education, outdoor education, and / or experiential learning strategies Strong proficiency in project management, including execution, documentation, tracking, and follow-through Demonstrated competence interacting with diverse groups of youth, adults, and community partners Strong written and verbal communication skills, including maintaining clear records and supporting public-facing communication Ability to be held accountable for high performance goals and deadlines; willingness to be cross-trained across program and operational areas Constructive conflict resolution skills and a willingness to engage in problem-solving conversations with the goal of maintaining positive working relationships Foundational understanding of evaluation, outcome measurement, and continuous improvement practices Ability to motivate, encourage, and support peers, volunteers, and program participants Computer proficiency including Microsoft Office Suite and organizational databases Personal characteristics : self-motivated; well organized; dependable; flexible; resilient; calm and courteous under pressure; enjoys challenge and change; able to balance and prioritize multiple tasks; proactive; committed to excellence in service delivery and organizational mission Bilingual (Spanish / English) a plus Photography and basic media documentation experience a plus Commitment to working as part of a diverse and inclusive team, demonstrated through prior professional, volunteer, or educational experience Ability to reside on site during designated summer camp and partner overnight camp sessions Availability to work in excess of 40 hours per week during peak program periods, including evenings and weekends, and availability for occasional overnight travel during non-camp seasons Willingness to maintain professionalism during all working and on-call hours, including refraining from intoxication and from smoking or vaping at camp High school diploma or GED required; Associate’s or Bachelor’s degree in a related field preferred, or equivalent relevant work experience Two to four years of verifiable experience in youth development, education, camp operations, nonprofit programs, or program support roles Must be at least 18 years of age Reliable transportation to and from program delivery sites and the Camp Fire office Ability to support organizational and community events / meetings outside normal business hours approximately 2–3 times per month Demonstrated experience using computers, databases, and software including Microsoft Office Suite Valid driver’s license; ability to operate a 15-passenger van; acceptable driving record and approval under organization auto insurance Ability to meet Council employment requirements, including acceptable outcomes on background and reference checks Physical ability to administer first aid and CPR. Ability to carry and move objects weighing up to 50 pounds; able to reach, stoop, climb, kneel, and move freely in uneven outdoor camp environments and storage areas
Job Description
Job Description
Description :
REPORTS TO : Camp & Outdoor Program Director
FLSA STATUS : Exempt
POSITIONS SUPERVISED : None
PURPOSE : Support the work of the Camp & Outdoor Department by providing administrative coordination to the Camp & Outdoor Program Director. This position will enhance the director’s effectiveness by providing information coordination, project management, strategy execution and camp and facility coordination. This position requires proficiency across a broad spectrum of skills and abilities. This position requires residing on property at Camp Waypoint (Chouteau, Oklahoma) during the summer camp season.
ESSENTIAL FUNCTIONS :
Administrative Support
- Serve as the primary administrative support to the Camp & Outdoor Programs Director
- Act as point of contact for parents, guardians, participants, user group, and staff regarding camp-related inquiries
- Answer phones, emails, and other communications promptly and professionally
- Maintain an organized filing system (physical and digital) for all camp records
- Draft, proof, and send correspondence, newsletters, and official documents
- Maintain accurate contact databases for campers, families, alumni, staff, volunteers, and community partners
- Assist with board reports, grant applications, and program statistics by compiling necessary data
- Track and file all required paperwork, including medical forms, background checks, and staff certifications
Camper Registration & Enrollment
Staff Support & HR Coordination
Marketing & Communications
Scheduling & Program Coordination
Finance & Bookkeeping (support role)
On-Site Camp Session Duties
Customer Service & Parent Relations
Compliance & Safety
Technology & Systems Management
Fundraising & Community Engagement
Other / Miscellaneous
OTHER FUNCTIONS :
Requirements :
DESIRED QUALIFICATIONS :
REQUIREMENTS
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Camping Coordinator • Tulsa, OK, US
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