Camp Whitin Administrator at George Marston Whitin Memorial Community – Whitinsville, Massachusetts

The Camp Whitin Administrator provides essential administrative support to ensure smooth, organized, and compliant camp operations. This role is responsible for maintaining camper and staff records, tracking, reviewing, and organizing all required health, safety, and registration documentation. The administrator also manages inventory and ordering necessary camp supplies, and provides timely, accurate communication with families regarding required forms, deadlines, and camp-related updates.

REPORTS TO: Camp Director

EMPLOYMENT STATUS: Part time Hourly 25 hours per week - Seasonal (February 2026 through August 31st, 2026)

Pay Rate : $18.00 per hour

PRIMARY RESPONSIBILITIES:

· Maintain accurate and up-to-date camper and staff files, ensuring all required documentation is submitted, completed, and properly stored and filed.

· Track outstanding paperwork (medical forms, immunizations, permissions, authorizations, etc.) using checklists and follow-up log for campers.

· Create and maintain staff folders containing all required documentation in compliance with the Northbridge Board of Health and the Massachusetts Department of Public Health.

· Monitor compliance deadlines and manage confidential camper and staff information with discretion and professionalism.

· Maintain and inventory camp first aid bags to ensure they are fully stocked, organized, and ready for daily use.

· Order supplies and manage inventory, including coordinating weekly pizza orders.

· Assist with camp t-shirt ordering, including tracking sizes, placing orders, organizing distribution, and managing inventory.

· Create and maintain weekly attendance rosters including allergy and photo list as well as emergency master roster with authorized pick up

· Create and maintain weekly swim test results and roster

· Create and send clear, timely communications to families regarding camp logistics, required documentation, and general camp updates.

· Monitor and manage the Camp Whitin email account.

· Assist with planning, preparation, and administrative support for Camp Whitin staff orientation.

· Attend staff meetings as required.

· This job description is not intended to be all-inclusive. Additional duties related to camp administration may be assigned as needed.

• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Excel and Microsoft Word (tracking spreadsheets, checklists, and document formatting).
• Ability to manage confidential information responsibly.
• Strong communication and follow-up skills.
• Ability to multitask and meet deadlines in a fast-paced camp environment.

This position requires reliability, professionalism, and the ability to work collaboratively with camp leadership to support a safe and well-organized camp experience.