Camp Administrative Assistant

Quick Facts
Position: Camp Administrative Assistant - YMCA Camp Pepin
Job Type: Seasonal
Reports to: Camp Pepin Director, Program Director
Pay: $450/week
Dates: Late May - August 14, 2026
Location: Stockholm, WI (Lake Pepin waterfront; live-on-site during camp)
Minimum Requirements: 

1. Preferred age 20 or older.
2. Prior experience in camp, youth work, office administration, customer service, or a related setting is highly preferred.
3. Strong organizational, communication, and customer service skills, with the ability to manage multiple tasks, shifting priorities, and frequent interruptions in a busy camp office environment.
4. Comfort with technology and office systems is essential, including spreadsheets, email, and general computer-based administrative work. Experience with Canva or camp management software is helpful, though training can be provided for camp-specific systems.
5. Ability to handle money accurately and responsibly, maintain appropriate confidentiality, and use good judgment when managing camper, family, staff, and health-related information.
6. Willingness to be a flexible and engaged member of the Program Staff team, including participation in camp life and occasional support with supervision, transportation, or other operational needs.
7. Valid driver’s license and acceptable driving record strongly preferred, with the ability to drive camp vehicles if approved by camp leadership.
8. Must be able to pass a background check and, if necessary, a motor vehicle check.

POSITION DESCRIPTION:
The Camp Administrative Assistant plays a vital role in the smooth daily operation of YMCA Camp Pepin by supporting the many behind-the-scenes systems that allow camp to run effectively. This position helps manage the administrative workload of camp, including family communication, form and roster management, camp store operations, supply ordering and organization, camper information distribution, camper email coordination, accreditation-related documentation, and a variety of other office and operational tasks. While this role is based primarily in the camp office, it is not limited to desk work alone. The Camp Administrative Assistant helps create a more efficient, organized, and responsive camp environment for families, campers, and staff.
 

This position is especially important in allowing the Camp Director and Assistant Director to spend more time out in camp supervising, evaluating, mentoring, and coaching staff, while also focusing on the quality of camper programming and the growth and development of the camp team. The Camp Administrative Assistant helps ensure that critical details are handled well, communication is timely, and the office remains a reliable hub of support throughout the summer.
 

Although office-based in many respects, this role is considered part of the Camp Pepin Program Staff team and is expected to be an active member of the camp community. The Camp Administrative Assistant lives onsite, participates in staff culture, builds relationships with campers and staff, and contributes to the positive, connected atmosphere that makes Camp Pepin special.
 

ESSENTIAL FUNCTIONS:

1. Support Daily Camp Administration and Communication: Assist with daily office operations, including monitoring emails and phone calls, responding to routine family communication, organizing records, and helping maintain a welcoming, responsive front office.
2. Manage Camper Forms, Records, and Information Distribution: Review camper forms for completeness, help organize rosters and records, identify important or missing information, and distribute relevant information to counselors, leadership staff, or the camp nurse as needed.
3. Oversee Camp Store, Money Handling, and Supplies: Manage camp store sales, organization, restocking, money handling, and inventory, while also helping monitor and organize office and program supplies.
4. Support Documentation and Accreditation Systems: Assist with ACA-related documentation, including skills verifications, evaluations, logs, training records, first aid documentation, staff paperwork, and preseason administrative tasks.
5. Assist with Health Communication and Minor First Aid Documentation: Help communicate relevant health information to counselors or the camp nurse and assist with organizing minor first aid reports while maintaining appropriate confidentiality.
6. Provide Operational, Transportation, and Supervision Support as Needed: Occasionally provide backup supervision in large-group settings or other support as needed. This may include driving camp vehicles for day camp transportation, staff transportation, errands, or other camp-related needs.
7. Engage in Camp Life and Community: Be an active, positive member of the Camp Pepin community by participating in meals, staff culture, traditions, and camp activities when possible, while building relationships with campers and staff.
8. Contribute to Camp Pepin’s Legacy: Embody the values and mission of the YMCA and Camp Pepin, upholding high standards of service and helping foster a positive camp environment that families rave about.

EXPECTED HOURS OF WORK:

• The expected hours for the Camp Administrative Assistant will differ somewhat from other Camp Pepin Program Staff due to the needs of the office and camp communication systems. This position will generally begin the workday around 7:30 a.m. to monitor parent communication, check important emails or phone calls, and help prepare the office for the day. This is especially important on Sundays, when camper arrivals and family needs begin earlier.
• The Camp Administrative Assistant is expected to remain available throughout daytime camp operations, with breaks for meals and time off during the afternoon when possible. Office responsibilities may lessen after day campers depart, though occasional evening needs may arise. Participation in evening activities is encouraged, but active office duty will not typically be required each evening. Camp leadership will work to keep the schedule fair and sustainable, with opportunities for personal time, including Saturdays when camp is not in session.
• The Camp Administrative Assistant is expected to arrive before staff training begins in order to get settled into the role, assist with preseason administrative needs, and help support a smooth start to the summer.