Office Administration Coordinator

The Office Administration Coordinator is required over the four months of the Spring and Summer Employment Period and encompasses a variety of responsibilities. During the Spring, the Office Admin acts as a general assistant for various administrative duties at HOC. During the summer, the Office Admin switches over to supporting the day-to-day operations of camp, in addition to various summer administrative tasks for the senior staff team. Coordinators are responsible for ensuring campers are following our expectations and standards to maintain their safety and well-being. This includes providing care to our campers that reflects the standards and guidelines of HOC’s Child Care Practices
 
This role is a designated office position, with increased camper and staff interaction throughout the summer months.

DAILY / WEEKLY RESPONSIBILITIES

• Daily Duties 
  • Be available in the office to answer phone calls, respond to emails, etc. 
  • Maintain a clean office & workspace including inventory and stocking.  
  • The Office Admin must keep all staff, camper and HOC Business related information confidential and private, in adherence to HOC's Privacy Policy. 
  • Other duties as assigned.
• Spring Duties
  
  • Assist with the registration of campers.
  • Assist with general administrative tasks to help prepare for summer.
  • Communicate with summer staff prior to Orientation Week.
  • Ensure all hired staff have submitted all appropriate paperwork. 
  • Participate in the June Family Day Open House.
• Summer Duties
  • Assist with all aspects of camper registration, check-ins, and check-outs when required.
  • Assist the Assistant Director(s) with weekly tasks as required.
  • Assist the Activity & Counselling Directors with weekly administrative tasks as required.
  • Be available to assist Camp Directors as required or when schedule allows.
  • Facilitate the management of all Lost & Found items.
  • Ensure camp activity award allocations given to campers are accurate and enter awards into the database on a weekly basis. 
  • Manage 3 and 5-year camper awards in the system. 
  • Manage & Coordinate Early Departures. 
  • Review camper and parent survey results weekly. Follow up on issues with parents/campers/staff identified in the survey. 
  • Assist the Camp Programming Coordinator with daily programming as required. 
  • Assist the Counselling Coordinator with the first 48 Hour Program. 
• Sr Staff Team Responsibilities
  • Reinforce the camp philosophy, policies, and standards by acting as a role model to the staff and being an active participant in the camp community.
  • Provide leadership and guidance to staff and campers.
  • Improve the effectiveness of camp programs by establishing clear and concise goals.
  • Ensure staff provide care to our campers that reflects the standards and guidelines of HOC’s Child Care Practices.
  • Accept responsibilities to maintain the Master Camp timetable.
  • Ensure that proper equipment use and safety rules are followed by staff.
  • Attend, organize and facilitate sessions and programming for Staff Orientation Week in late June.
  • Attend the Senior Staff Training Weekend in spring.
  • Be an active member of our Emergency Response Team, taking a leadership role in the training of camp procedures.
  • Carry an assigned radio and be available in case of an emergency at all times.
  • Assist with all Sunday camper check-ins.
  • Make any transportation runs (ie. Clinic / Hospital) that are required, provided that you are free at the time.
  • Complete an Office Admin Report and update the Office Admin manual at the end of the summer.
  • Complete 1- 2 duty weekends that may include Friday/Saturday curfew sign-in, Saturday check-out, holdover supervision, and LIT overnight trip assistance. Duty weekends will be assigned in advance and must be adhered to.
  • Complete weekly Sr Staff duties as scheduled. (Office shift, Coaches Corner, Night Duty, etc.). Approximately 2-4 duties per week depending as required.
  • The Office Admin can expect between 8-10 hrs of scheduled duties daily not including other duties as assigned based on program needs.

ALL STAFF RESPONSIBILITIES

• All staff are required to deliver every day our Brand Promise “Best Summer Of Your Life” in each camper and staff interaction. Guided by our four core principles, Community, Leadership, Accountability, and Performance.
• All staff are expected to abide by and enforce camp guidelines of respect. These are the rules and expectations of behaviour implemented to maintain a fun and safe camp environment.
• All staff are responsible for the safety and security of each camper in their care. Staff are to follow prescribed program standards and lesson plans in order to ensure the highest level of care and instruction.
• Attendance for all staff to the June orientation week training is mandatory. This training period is where each staff will receive essential employment information and training for a successful summer experience.
• Leadership and participation in camp-wide special events (Evening Program, All Camp Activities, Campfires, and Friday Finale) and weekly meetings are an expectation of all staff members.
• The dynamic nature of summer camp demands each staff understand that additional duties may be assigned as required.

SUMMER BENEFITS AND TIME OFF

• Room & Board Provided.
• Weekly Staff Hockey & Water Skiing.
• Time off will be scheduled on an as-needed basis up to the equivalence of a weekend off. Sunday Check-ins are a mandatory part of the Office Admin’s job responsibilities, and therefore time off will be scheduled around this. Time off must be scheduled in advance with the Assistant Director(s).
• Time off daily - depending on weekly schedule.
• Access to program and recreation equipment.
• The chance to work in a close-knit supportive community that values staff health and wellness, creativity, and employee success.
• The opportunity to develop life skills, applicable to multi-faceted career opportunities.
• An experience that will last a lifetime.
  

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