Backcountry Wilderness Area Program Administration Coordinator

Highlands Ranch Community Assoc

Job Description

 

General Statement of Duties: The Administrative Coordinator for Backcountry Wilderness Area Programs at the Highlands Ranch Community Association plays a crucial role in supporting the Environmental Education, Equine, and 501c3 Programs and Events within the Backcountry Wilderness Area. This role involves a wide range of administrative responsibilities, including software information management, communications, financial coordination, and program support. The coordinator reports to the Environmental Education and Equine Supervisors as well as the 501c3 Manager.

Supervision Received: The Program Administration Coordinator reports to the Program Supervisor.

 

Supervision Exercised: In addition to performing administrative tasks, the coordinator assists in supervising and hiring part-time and seasonal staff, as well as volunteers.

Essential Duties and Responsibilities: The following examples of duties are intended to be illustrative only and are not intended to be all inclusive.

 

  • Collaborate with Backcountry program supervisors and coordinators to support various Backcountry programs through administrative tasks.
  • Work closely with the 501c3 Manager and Coordinator to support annual events and community programs through administrative tasks.
  • Manage camp software, including CampMinder and Campanion, for tasks such as communication with parents, coordinating automated messaging, tracking camper medications, ensuring necessary paperwork and licensing information is complete and organized.
  • Utilize CampMinder software to generate rosters and counselor assignments for summer and off-season camps sessions.
  • Coordinate payment plans for camp and manage preschool program monthly payments.
  • Organize and execute activity marketing activities through Xplore and HRCA Activity Guide, including entering all programs into Xplore.
  • Handle refund and cancellation request for all Backcountry programs.
  • Coordinate pre and post emails for all Backcountry programs
  • Assist in event management, including the Haunted Forest and other events.
  • Assists with Haunted Forest and other event management and implementation.
  • Collaborate with staff and customers through regular communications, assist with registration and cancellations, staff scheduling, and more.
  • Assist in the training, supervision, scheduling, and management of part time staff and camp counselors.
  • Aid in maintaining the state childcare license, ensuring compliance with state rules and regulations. Assist with completion of staff records, organizing, and tracking in regard to state childcare license.
  • Maintain records and reports.
  • Collaborate with Backcountry program staff to achieve program goals.
  • Assists with other programs and annual events as needed.

    EOE

 

Required Knowledge, Skills and Abilities:

To excel in this role, the Administrative Coordinator should possess the following qualifications:

  • Expertise in CampMinder and Campanion camp software
  • Expertise in Xplore registration software
  • Minimum 2 years of relevant experience in administrative duties and responsibilities.
  • Strong computer skills, including Microsoft Word, Excel, Outlook, PowerPoint) and web-site content management.
  • Exceptional organization skills, the ability to multitask, and attention to detail.
  • Effective communication skills, both written and verbal.
  • Capacity to work independently, solve problems, and meet deadlines.
  • Capability to work outdoors in various weather conditions and physically handle outdoor tasks.
  • Customer service-oriented approach.
  • Ability to be trained in CPR/First-Aid
  • Ability to respond to and perform effectively in emergency situations.
  • Ability to pass a drug screening and background check and have a valid driver’s license with a clean record.

 

Physical and Environmental Standards:

  • Work is performed both indoors and outdoors, often in adverse weather conditions.
  • The role may involve walking on uneven terrain, standing for extended periods, lifting heavy objects, and other physically demanding tasks.
  • The ability to work effectively in both office and outdoor environments is necessary.
  • Vision requirements include near and far acuity.
  • Manual dexterity is needed to type, use a calculator, and answer the phone.
  • The ability to talk and to hear via the telephone and through face-to-face communication is needed.

Education: Bachelor’s degree in a relevant area is preferred.

Experience: Minimum of two years’ experience, or an equivalent combination of education and experience.

Salary Range: $25.00 - $27.00 per hour.

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