Job Title: Administrative Assistant/Registrar

Job Purpose: To assist staff in administrative tasks and parents/guardians in camp registration.

Job Duration: Part & Full-Time Permanent Position

Reports to: Camp Manager

Start Date: May 2024

Work Location: The preferred option is for the successful candidate to live onsite in a dedicated staff house. Offsite living will be considered if commuting is viable.

Description of Worksite: 

Salem Acres is located 80 km east of Red Deer and 200 km northeast of Calgary on over 300 acres of field and forest, overlooking the scenic banks of the Red Deer River.  The site has 3 full-time staff housing units, dining hall, 10 cabins, large A-Frame, chapel, paintball field, an archery range, climbing wall, campfire, soccer field, volleyball court,  playground, tuck shop, and much more.

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Key Responsibilities and Accountabilities:

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Registrations:

• Process camper registrations and forms.

• Maintain the camper & customer databases, updating records.

• Produce registration reports.

• Ensure the creation and maintenance of an attractive, safe, and functional physical space in the office for camper registration.

• Supervise and coordinate volunteers assisting with registration tasks.

• Oversee creation and distribution of administrative reporting for all camps (including camper lists; nurse’s lists; cabin groups; food allergies, etc..).

 

Safety:

• Maintain an assessment regarding data security for all personal data.

• Assess and maintain camper security during pick-up and sign-out.

• Follow and disseminate all safety rules and regulations.

• Report safety conditions, security issues, and illegal activities to the Program Director.

 

Volunteer Staff Relations:

• Address conflicts with camp policy.

• Encourage and meet with staff regularly, providing mentoring and support to volunteers.

• Work with different ages and skill levels.

 

Subsidies:

• Process subsidy applications.

• Contact churches about sponsorship.

• Communicate with applicants regarding their status.

• Adjust the registration system to reflect subsidies.

• Document applications and approvals.

• Follow up with applicants about payment.

 

Account Management:

• Process payments and update customer accounts.

• Prepare customer financial statements and reports.

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General Office Support:

• Serve as the camp receptionist and handle all telephone communication.

• Welcome visitors, guests, and campers.

• Sort campers into camps and cabins.

• Provide customer service via phone and email.

• Answer questions on customer accounts.

• Scan, upload, and organize files and online record management.

• Maintain general office upkeep, including supply ordering and organization.

• Represent Salem Acres Bible Camp at Open Houses and Community events.

• Assist in sales, marketing, personnel, and other areas as needed.

 

Ability to Master New Software and Tasks:

• Comfortable with computers and general office procedures.

• Learn new tasks and software on the job.

• Proficient in Windows-based programs and key software like Microsoft Word/Excel, Google Suite, and Sunergo.

 

Specific Qualifications:

• Work in person in our camp office at Salem Acres Bible Camp.

• Desire to work in a camp community with high time demands in the summer camping season.

• Knowledge of and compliance with administrative best practices.

• Mature, capable, and competent person who can encourage co-workers, staff, and campers.

• Active participant in a local church.

• Exceptional customer service skills.

• Excellent communication skills (both writing and phone skills).

• Strong knowledge of computer-based programs – Google Suite, Chrome, Excel, Registration Program, etc.

• Valid driver’s license and good driving record.

• College education (preferred).

• Ability to work independently and as part of a team.

• Ability to lift approximately 30 pounds.

• Fine motor dexterity for typing, filing papers, etc.

• Ability to sit for extended periods and walk 1.2 km plus in distance on varied terrain.

• Comfortable working around pets (dogs, cats, etc.).

 

Benefits:

Onsite housing, utilities, internet, and free camp registrations.

 

Note: Due to the nature and size of our organization, itineraries are subject to change upon the arrival of new information. Please be expectant and willing to have your scheduled tasks adjusted to meet the needs of the organization.

 

Mission and Statement of Faith