POSITION SUMMARY

The Camp Administrative Assistant supports the Camp Director in managing the daily business operations of camp and serves as a key point of communication for families, campers, and staff. This role ensures accurate recordkeeping, assists with registration and reporting, supports customer service needs, and interfaces with multiple GSOFCT departments including Girl Scout Experience, Outdoor Program, Member Experience, Customer Care, Retail Operations, Human Resources, Technology & Data, and Property Services. The Administrative Assistant maintains compliance with State of Connecticut Youth Camp Regulations, ACA Standards, Girl Scout Safety Activity Checkpoints, and GSOFCT Policies.

MAJOR ACCOUNTABILITIES

Camp Administration & Operations

• Supports daily administrative operations and contributes to a positive public image of the camp.
• Manages customer service interactions via phone, email, in-person communication, and Rallyhood.
• Staffs the camp business office and ensures professional responsiveness to families, visitors, and staff.
• Maintains logs of phone calls, visitors, caregiver communication, and general inquiries.
• Supports the Trading Post/Trading Shack in coordination with Retail Operations.
• Participates in planning and execution of pre-camp training, in-service trainings, and summer staff meetings.
• Assists with maintaining accurate daily attendance lists, camper rosters, and sign-in/sign-out procedures.

Recordkeeping & Compliance

• Maintains registration files, generates reports, and prepares required lists for programming and safety needs.
• Keeps accurate records, documentation, reports, and maintenance requests.
• Ensures compliance with ACA Standards, GSOFCT Policies, Girl Scout Safety Activity Checkpoints, and State regulations.
• Supports emergency procedures, drills, and emergency communication processes, including maintaining an updated daily listing of all persons on site.
• Follows Camp Staff Personnel Policies and confidentiality expectations.

Communication & Coordination

• Provides clear, timely verbal and written communication to families, campers, camp leadership, and GSOFCT departments.
• Communicates concerns, updates, and significant issues to the Camp Director on an ongoing basis.
• Supports check-in and check-out procedures and assists with parent engagement as needed.
• Maintains professional relationships with campers, staff, and families at all times.

General Camp Responsibilities

• Participates in opening and closing season procedures for camp.
• Assists with administrative support for all-camp activities, events, and operations as needed.
• Performs additional duties as assigned to support the overall success of camp.

SKILLS AND COMPETENCIES

• Must be at least 20 years old.
• Minimum 2 years of experience in an office environment including customer service, data entry, communication, cash reconciliation, and high-volume phone use.
• High School diploma or equivalent required; Associate’s or Bachelor’s degree in business, accounting, recreation management, or related field preferred.
• Proficiency with Microsoft Word, Excel, email, and basic administrative technology.
• Ability to maintain confidentiality, prioritize tasks, and manage multiple responsibilities.
• Strong written and verbal communication skills with attention to grammar and detail.
• Ability to exercise sound judgment, anticipate needs, and respond effectively in crisis situations.
• Willingness to follow all GSOFCT policies and practices.
• Experience working with children or in youth-serving environments a plus.
• Commitment to the Girl Scout mission, outdoor education, and positive youth development.
• Demonstrates professionalism, leadership, and a positive, team-oriented attitude.

PHYSICAL REQUIREMENTS

• Ability to lift and carry up to 50 pounds.
• Ability to walk on uneven terrain and work in a camp environment in varying weather conditions.
• Visual and auditory ability to identify and respond to environmental and safety hazards.
• Ability to provide first aid and respond calmly and effectively during emergencies.
• Ability to communicate clearly in person and via phone or radio.

CERTIFICATIONS

• First Aid/CPR/AED for the Professional Rescuer and Medication Administration Certification required (may be obtained upon hire).

OTHER REQUIREMENTS

• Room and board provided if needed.
• This position does not require living on-site, provided the employee lives within 25 miles of camp and has reliable daily transportation.
• Must pass all background checks required by Girl Scouts of Connecticut.