Job Posting

Camp Admin

The Elite Camps Administrator (Admin) will report to the Director.

The Admin role is an ON-SITE role.  It is NOT a remote position.  The job requires physical presence at the Elite Training Centre (ETC) on a full-time basis.  During specific camp seasons and other programs on-site attendance may be switched to other GTA camp locations as required by management.

Duties and Responsibilities:  The roles and responsibilities will generally include, but are not limited to the following high-level tasks and duties:

  • Customer Service and Support
  • Facility and Office Management
  • Program Support and Administration
  • Supporting the Director
  • General Duties

The roles and responsibilities of each of these high-level tasks and duties include but are not limited to the following:

  • Customer Service and Support:
    • Handling all inquiries and messages via phone, email, online chat, Facebook, other social media, and other channels as necessary.
    • Providing customer service such as program advice, cancellations, switches, and refunds by following the Elite Camps policies
    • Configuration and testing of the registration software for new seasons and programs.
    • Preparing daily registration report summaries for the directors and owners
    • Updating/Creating, sending and scheduling customer communications via the registration system (i.e. Amilia), and other communications systems as necessary (i.e. Activity Messenger, Constant Contact, etc.)
    • Cleaning up customer account balances (i.e. collecting payments for outstanding balances/expired credit cards, reconciling payments, etc.)
    • Manage changes to the company voice mail system as necessary – i.e. updated messages, call routing, etc.
  • Facility and Office Management:
    • Primary point of contact with the facility cleaning team
    • Monitor facility cleanliness, temperature, humidity, etc., and resolve issues or raise issues to the appropriate parties.  Oversee issues until resolution.
    • Order products and supplies including general office and facility items.
    • Manage facility issues from identification to resolution.
  • Program Support (i.e. Camps, Lessons, etc.):
    • Performing administrative duties that pertain to the programming duties – i.e. preparing attendance lists, medical issues summaries
    • Following up on absent athletes
    • Contacting guardians for any athlete issues that arise in programs.
    • Updating incident reports
    • Ordering and replenishing tuck/snacks, first aid supplies, store items, etc.;
    • Assist the director, site coordinators, and program coordinators as necessary to ensure the site is running smoothly.
    • Camp Admin during camp season:
      • Camp is our busiest program and requires additional responsibilities including but not limited to:
      • Print and distribute weekly camp paperwork such as family directory, medical issues summaries, sign-in/out sheets
      • Prepare all tablets so they are ready for use each day (i.e. online attendance, incident reports, etc.)
      • Weekly camp setup and take-down/move
      • Manage tuck shop:  place orders, stock shop, sell product, cash management
      • Prepare camp groups/teams lists for coaches
      • Respond to parent emails, phone calls, and questions
      • Daily email updates to customers including gathering and monitoring weekly feedback (on Monday.com for internal use and google.com for external use, and other platforms as necessary)
      • Be on-site before campers arrive and until they leave each day to assist in daily sign-in/out of athletes
      • Track Camp and Program Incident Reports
      • Manage First Aid:  stay on top of all issues, assist in providing treatment, contact parents when necessary
      • Manage weekly pizza orders
      • Organize summer staff social
      • Do what needs to be done to ensure camp is awesome!!!
      • Camp/Program Prep:
        • Help with seasonal staff on-boarding/off-boarding tasks as necessary (i.e. administer backcheck, track qualifications, etc.)
        • Assist with the administration and management of staff training sessions (generally done off-hours in the evening or weekend prior to camp season)
        • Hiring of part-time Administrators for March and summer Camps
        • Train Summer and March Admins
        • Purchasing and Ordering:
          • Manage purchasing and inventory of all facility and program items necessary for upcoming programs including but not limited to:  equipment, facility supplies, cleaning supplies, clothing (camper, staff, store), prizes, first aid supplies, tuck/snacks, etc.
          • Keep an accurate inventory of all items
          • Assess needs based on upcoming programs.
          • Place orders based on needs
          • Track orders
          • Receive orders and distribute to sites and inventory as necessary.
          • Receive items back into inventory after program completion/site closure
          • Purchasing and tracking of purchases and payments
  • Supporting the Director, Owners, and Full-Time Management Team:
    • The admin will support the director, owners, and full-time management team on one-time and on-going projects and tasks as necessary.
  • General Duties:
    • Every staff member is expected to assist with any and all duties involving supervision, and programming contingencies that may arise throughout the Camp/Program session (duties include all those described in the job descriptions and in the staff manual). Should you be unable to satisfactorily handle all of your responsibilities, your employment may be terminated.
    • Creating and building up your role’s Educational Resource in company standard tools such as Google Docs, and Monday.com (over time document all task processes so if somebody else were to come take over any of these processes you could mentor them with this documentation.  Also serves as a reference tool for you)
    • Constantly looking and improving process and system efficiencies
    • Play a critical role on the team in ensuring deliverables are always met on time and with accuracy.
    • Help process government subsidy programs
    • Assist in managing office operations including coordinating internal meetings, taking minutes, and in general ensuring that the office environment runs smoothly daily
    • Must be flexible to attend business events and conferences outside the office.
    • Ability to problem solve, develop alternative actionable solutions when information is provided or self-attainable
    • Strong sense of responsibility and ability to complete tasks with minimal supervision (initial training and support is always provided)
    • Impeccable written and oral communications skills
    • Constantly  following up with necessary points of contacts
    • Help Track and Capture Receipts

Talent & Experience Required:

  • University or College Degree
  • Must be able to work in a collaborative team environment
  • Genuinely likes children
  • Loves dealing with people
  • Experience with and/or knowledge of basketball terminology
  • Demonstrated flexibility, reliability
  • Demonstrated ability to work independently, be detail-oriented, set objectives, and manage time
  • Excellent written and verbal communication skills in English,
  • Ability to be flexible, adapt to change, and work under pressure
  • Good knowledge of computer applications including Microsoft Windows, and Google Workspace (Docs, Sheets, Slides, Gmail, Calendar, Meet, Chrome).
  • Ability to learn new applications as necessary (i.e. Amilia, Activity Messenger, Monday.com, Olark, Cloudli, Constant Contact, Bamboo, When I Work, etc.)
  • The ability to prioritize and multitask
  • Flexibility to work longer hours as needed
  • Resourceful, prompt, efficient, neat and well mannered
  • Mature and responsible manner in dealing directly with clients and the public
  • Meticulous attention to detail
  • Must have a driver’s license & access to a car daily

Details

Category:
Office

Deadline:
2024-02-01

Organization:
Elite Camps

Website:
Visit the Website

Email:
Jahlica@elitecamps.com

Phone:
(905) 326-9214