YEAR-ROUND OFFICE MANAGER - FREE DAY CAMP TUITION (JUNE-AUGUST)

THE OPPORTUNITY: We are seeking an experienced Office Manager to join our growing team! This is a fantastic opportunity for someone who loves what a Christian camp has to offer to weekend retreat groups, campers age 5-17 and adults with intellectual disabilities by way of faith-building and the great outdoors.

Grotonwood is looking for a true team member who can appreciate the joy of summer camp, and become an important part of our staff for years to come. Camp Grotonwood has a small group of year-round employees who have great camaraderie and community. The summer camp and conferencing industry is fulfilling and you know the work you are doing is making a difference in the lives of thousands of campers and retreat guests every year. We are seeking an enthusiastic, positive, proactive person able to assist the Camp Directors, retreat staff and our camp community. The ideal candidate will have previous camp and conferencing or strong administrative experience.

The Office Manager will focus on Grotonwood’s internal operations. This includes supporting day-to-day administrative tasks that keep the organization functioning, developing and improving system efficiencies, creating standard operating procedures and communicating with all stakeholders to improve operations. Flexibility and an ability to switch between many different projects is a must. This is a full time, at-will position that will report to the Executive Director.

The successful applicant will be the first line of contact for all guests, including retreat groups, summer camp families and vendors. The Office Manager is responsible for the day-to-day operation of the camp office and the administrative tasks relating to both the Summer Camp ministry and our year-round retreats and events operations. Daily tasks vary with the season and include management of the office inbox, fielding telephone inquiries, report building, communications, reviewing camper paperwork, summer camp enrollment, invoicing, and assisting with retreat group bookings.

YEAR-ROUND OFFICE MANAGER SALARY & BENEFITS: $40,000-$42000 per year commensurate with experience.

YEAR-ROUND OFFICE MANAGER BENEFITS:

• Five-weeks Paid Time Off (PTO) - two weeks for annual shutdown over Christmas, and two weeks to use during the year. Plus, five federal holidays.
• Free Day Camp tuition for children living in your household during summer camp season - childcare value of $3400 per child
• In-season meals
• End of year completion bonus
• Staff workout room and access to camp facilities, including private beach on Lost Lake
• Staff uniform

YEAR-ROUND OFFICE MANAGER WORK HOURS:

• This is a year-round, full time, salaried position
• 40 hours work week (typically, Monday - Friday 9AM - 5PM)
• Successful applicant must have the ability to work eight Sunday afternoons, typically 12:30-4:30pm, during the summer camp season, which occurs mid-June thru mid-August to assist with camper 'In-Take' Days
• FREE Day Camp tuition for kids living in your household
• 20 paid vacation days + 5x federal holidays

YEAR-ROUND OFFICE MANAGER REPORTS TO: Executive Director & Director of Program & Pastoral Care

WHO WE ARE: Grotonwood is a non-profit Christian camp and conference center owned and operated as a home-mission for The American Baptist Churches of Massachusetts. Grotonwood is nestled along the shores of Lost Lake in Groton MA with 247 acres of beautiful private woodlands. The facilities have undergone a huge transformation over the last five years and include a variety of hotel style lodges, rustic cabins and recreation facilities including a full-size gymnasium. Each year the facility hosts over 180 retreat groups, day events and weddings. Groups include multicultural faith groups, not for profit organizations, support groups, schools and colleges. The organization is a host site for Nature’s Classroom, an outdoor education program for elementary and middle school students. Grotonwood also hosts a thriving day and overnight summer camp for children age 5-17, and a separate program for adults with intellectual and developmental disabilities every summer. We partner with foster and military families to bring kids to bring kids to camp as well as the Epilepsy Foundation New England and Camp Casco - a camp for childhood cancer survivors.

ESSENTIAL FUNCTIONS OF YEAR-ROUND OFFICE MANAGER

• Work with leadership team to launch summer camp enrollment
• Secure all required summer camp and medical paperwork
• Generate and maintain dietary and behavior plans, medical paperwork and sign in/out records
• Process camper medical records in preparation for the clinical team to review
• Manage communications with the camp community as needed
• Maintain office equipment and keep office environment sanitary, tidy and organized
• Attend trainings and meetings as needed
• Follows Grotonwood’s policies and procedures, including those related to medical and disciplinary situations, child abuse prevention, written documentation, and emergencies.
• Communicate camper/staff/retreat guest needs in a timely manner

SPECIFIC RESPONSIBILITIES OF YEAR-ROUND OFFICE MANAGER:

• Monitor office inbox, sort mail, answer the telephone and manage inquiries
• Process camper registrations, take payments and process retreat and summer camp bookings/invoices
• Filing, data-input, payment processing, mass-mailing and report building
• Maintain the camp’s central booking calendars
• Ensure timely return of camper paper work and manage weekly summer camp invoicing
• Schedule camp tours, events, retreats and meetings as required
• Attend staff development training
• Flexibility in working some winter/spring weekends for camp fairs and other promotional events
• Assist with planning, promotion and implementation of in-house programs
• Manage the check-in procedure on intake days during summer camp season
• Order office supplies as needed
• Organize mass mailings, including brochure packets to camp families

YEAR-ROUND OFFICE MANAGER REQUIRED SKILLS

• Excellent computer Literacy; comfortable using Microsoft Office and/or Apple office suites. Willing to learn summer camp enrollment software, and Google calendar
• Excellent customer service - helpful and polite tone on telephone and over email
• Excellent attention to detail, good letter writing skills
• Punctual and schedule oriented - ability to prioritize and manage workloads effectively
• Ability to manage and supervise seasonal office staff in various life-stages – delegate tasks as needed
• Flexible and proactive self-starter with a positive can-do attitude
• Assist campers or retreat groups in emergency situations (fire, illness, or injury)
• Experience with graphic design, or marketing desirable but not essential

This list is far from exhaustive and some duties may be reassigned and new duties added as required. THIS IS A BUSY HIGH PRESSURE POSITION, PRIOR EXPERIENCE IS REQUIRED.

YEAR-ROUND OFFICE MANAGER QUALIFICATIONS:

• 21 years of age
• Driver’s License
• High School Diploma or 2-3 years camp administration, customer service, management experience or similar
• willing to work as part of a small camp community
• Ability to pass CORI and SORI background checks and provide 3x positive references
• Able to read, write and speak fluent english

PHYSICAL DEMANDS OF THE JOB: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position requires the ability to occasionally lift camp equipment and janitorial products and supplies, up to 35 pounds.

EQUAL OPPORTUNITIES, EQUITY AND ACCOMMODATIONS STATEMENT: Grotonwood actively promotes a culture that is free from bias and injustice. We are committed to removing institutional and systemic barriers that result in oppression and racism. We are and will continue to serve and be accountable to marginalized communities, and for creating equitable and sustainable programs where social and restorative justice is woven into every facet, including our hiring practices.

Grotonwood is a proud equal opportunity employer; We are deeply committed to building a workplace and community where inclusion is not only valued, but prioritized. We are committed to creating an environment where all employees feel included and have a strong sense of belonging. All qualified applicants will be considered for employment without regard to race, color, religion, gender, gender identity or expression, family/marital status, refugee or immigration status, sexual orientation, national origin, genetics, neuro-diversity, disability, age, veteran status, or any other non-merit based or legally protected grounds.

We encourage folks from all backgrounds to apply and join us in our mission of providing a Christian camping experience for ALL God’s children. Grotonwood is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation, please contact Camp Director at least one week in advance of your interview.

Job Types: Full-time, Contract

Pay: $40,000.00 - $42,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Parental leave
• Professional development assistance
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Groton, MA 01450: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 3 years (Required)
• Administrative experience: 3 years (Required)

Work Location: In person

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