Camp Coordinator

Camp Coordinator (desc)

JOB DESCRIPTION

QUALIFICATIONS

	At least two years of college education and/or equal experience in an office/camp setting. Should be familiar with camp administration processes.
	Organizational skills: ability to multi-task at any given time.
	Some computer skills involving familiarity with Word, Access, and Excel as well as ability to navigate internet to share files with Camp Director.
	Knowledge of “Camp Brain” database is desirable; willingness to learn/utilize is essential.

RESPONSIBLE TO

Camp Director, ADA Boston Office

GENERAL RESPONSIBILITIES

	Have a working relationship with the ADA National Office staff in regards to the set-up and production of camp materials, including the camp brochure.
	Keep track of all incoming revenue via foundations, corporations and general clubs/organization and submitting same to appropriate ADA National Staff via Camp Brain database.
	Responsible for keeping track of camper applications and scholarships.
	Maintain open line of communication with Camp Director and Boston, MA, office (including general mail, e-mails and phone calls).

SPECIFIC RESPONSIBILITIES

During the Year Before Camp:

–Develop the camp brochure and camper application forms with the Camp Director. Copy and put together application packets and then mail them out to potential campers.

–When receiving camper applications back:

1. Retrieve online application forms from local ADA Executive Director. Create individual camper files and arrange in logical order.

2. Determine scholarship eligibility for campers and inform parents of same via letters.

3. Write thank you notes to donors and sponsors.

–Get all financial information to ADA Providence office with appropriate ADA paperwork. Keep track of each camper account.

–Determine camper eligibility with Camp Director, including, but not limited to “red flag” items written in applications.

–Order all items for camp store, including camp shirts.

During Camp:

–Forward emails and camp related questions/concerns to the Camp Office.

–Maintain line of communication with ADA Providence office in regards to camper accounts, as needed.

Post Camp:

–Obtain finalized Trading Post accounts, camper files, package receipts, bills, other receipts, and Petty Cash information from Administrative Assistant at camp on Closing Day or as soon thereafter as possible.

–Confirm Administrative Assistant’s original tally of petty cash (and other monies) and Fed Ex the final receipts and money to ADA Boston office.

–Send all Package Receipt forms and Donated Goods Forms to ADA Boston, MA, office and to the National ADA Finance Director for our Region.

–Make sure that all bills are paid.

–Organize and send out all thank you camper “letters” to all sponsors of campers.

–Fill out all post camp surveys from the ADA National office.

–Work with Camp Director to develop the Camp Budget for the following year, which includes but is not limited to:

1. Documenting all sponsors/how much each donated.

2. Documenting how much was paid directly by camper families.

3. All items purchased.

4. All donated materials.

5. All donated services.

6. All staff salaries.

During the Year:

–Continue to send copies of all forms (packets), vendor information/order forms, donors/donations list, accounting information, communications and final reports to the Camp Director.

–Continue to develop and work from a timeline as to when things are due to assist in planning throughout the year. Coordinate with Camp Director and ADA Staff.