Administrative Assistant (Mid-Atlantic Chapter Camp)

Administrative Assistant (Mid-Atlantic Chapter Camp)

Work Location:

Pennsylvania

Job Type:

Part time

To advance the purpose of InterVarsity, this position will provide administrative support for the Mid-Atlantic Regional Chapter Camp in partnership with Camp Director.  

MAJOR RESPONSIBILITIES 

Personal 

• Be a maturing disciple of Jesus Christ: growing in love for God, God's Word, God's people of every ethnicity and culture, and God’s purposes in the world. 

 

Administration  

Serve in providing administrative support to Mid-Atlantic Chapter Camp Director Team

Complete administrative duties before Camp:  

• Manage the Regfox registration process, including setting up the event, adding scholarship codes, and regularly updating registration (with increasing frequency as Camp start approaches)  

• Update and maintain accurate information on website and FAQs as directed by the Camp Director 

• Run social media advertising for Camp Promos under direction of the Camp Director & Regional leaders  

• Manage all Camp Registration information: maintain detailed spreadsheets, reconcile payments in Regfox with registration information and scholarships to be applied, update and manage visitors form information 

• Order supplies from appropriate vendors – For Example T Shirts with approval on pricing, design, number ordered from Camp Director  

• Under the direction of the Camp Director, distribute relevant information to regional staff including but not limited to: postcards and promo materials, schedules, program changes, etc.  

• Communicate with CSMs & ADs about registration info, deadlines and scholarships  

• Create forms and systems to track (including but not limited to) family/staff visitors, dietary needs, and scholarships with feedback from Camp Director with the primary goal of making information clear and easy to find for staff & Camp Director  

• Work with Camp Team to determine what information should be protected/not shared on regional documents 

• Work with Camp Director to set deadlines for Staff Track Printing & communicate deadlines  

• Oversee all printing for camp weeks: Print schedules, guides, evaluations, commitment cards, and other relevant paperwork for Camp; place orders for manuscript copies, making preparations for late registrations to be accommodated 

• Manage Teams to answer questions from staff and  

• Answer student questions in your role as registrar  

• Serve as Air Traffic Control directing questions that may come to you, but need to go to Camp Director or Onsite Program Director, AD, RD  

• Apply scholarships and process payments and cancellations as needed.   

• Prepare Invoices for Campuses that require them to assure accuracy and professionalism.  

 

  

Complete administrative duties for each week (some before, some during):  

• Submit Camper Insurance to National Office PRIOR to each week of camp – Legal/Risk for uninsured campers   

• Prepare dietary restrictions for Camp Director to submit to Camp   

• Tally student and staff attendance and communicate to Camp Director to submit for final bills  

• Prepare Emergency Contact lists with student medical needs/emergency contacts, etc. – 2 copies of this document on site at all times ( 

• Maintain camp supplies inventory  

• Prepare Camp PowerPoint slides   

• Format & Update Camp Schedules and do necessary printing   

• Share necessary information with staff including track lists, schedules 

  

Complete administrative duties onsite at Camp:  

• Oversee set up and tear down at each Camp location  

• Set up space for supplies at each Camp location  

• Run registration at the start of each camp week, train staff to assist (Plan to attend day one and late registration)  

• Be available for other tasks from Camp Director during Camp on an “on call” basis  

• Other duties as assigned on site at camp  

 

Complete administrative duties after Camp:  

• Confirm scholarship totals with staff/campuses  

• Prepare transfers list for scholarships and family/visitor costs by early June  

• Prepare and send invoices as needed during and after camp 

• Enter On-site payments received in Regfox    

• Process non-donation deposits and mail checks to national office for deposit  

• Contact Students with outstanding balances   

• Scan and organizing evaluations and commitment cards  

• Inventory supplies  

• Prepare Spouse and Children Expenses IRS Tax form  

• QUALIFICATIONS 

• Annually affirm InterVarsity’s Statement of Faith 

• Minimum of a high school diploma or equivalent education/experience 

• Basic administrative and organizational skills 

• A working knowledge of Microsoft Software applications (Word, Outlook, Excel, and PowerPoint) 

• Ability to handle sensitive information in a confidential manner 

• Demonstrated ability and commitment to work in a diverse team environment 

• Familiarity with basic Microsoft applications such as Word and Outlook 

• Effective oral and written communication skills 

• Willingness to raise a mutually agreed upon amount of personal support, as required 

• Ability to work under pressure of deadlines 

• Ability to prioritize and manage multiple tasks 

• Open to learn new concepts, methods and skills 

• Flexible schedule 

Pay Range: $13.45 - $17.93 per hour

Pay: This position is funded through personal fundraising. Accordingly, compensation will vary based on the ability of the individual to secure a donor team to fund the cost of his/her salary. The anticipated salary range for this position on a full-time basis (40 hours/week) is dependent on a variety of factors, including location and cost of living. The actual salary received, including any geographic adjustment to account for location and cost of living, is subject to the individual’s ability to raise funds necessary to cover the full amount of such salary within the range set forth in the job posting details.

Benefits:

We offer a competitive benefits package, including health care and retirement savings with a match. Eligibility is based on employee type and hours worked.  Benefits include the following:

• 403(b) Retirement Savings Plan

• 403(b) matching contributions

• Dental insurance

• Employee assistance program

• Employee discounts

• Flexible work schedule

• Flexible spending accounts

• Health insurance

• Health savings account

• Life insurance

• Paid time off

• Parental leave

• Professional development assistance

• Vision insurance

Equal Employment Opportunity: 

 

InterVarsity Christian Fellowship/USA is both an equal opportunity employer and a faith-based religious organization. We conduct hiring without regard to race, color, ancestry, national origin, citizenship, age, sex, marital status, parental status, membership in any labor organization, political ideology, or disability of an otherwise qualified individual. The status of InterVarsity Christian Fellowship/USA as an equal opportunity employer does not prevent the organization from hiring staff based on their religious beliefs so that all staff share the same religious commitment.  Pursuant to the Civil Rights Act of 1964, Section 702 (42 U.S.C. 2000e 1(a)) InterVarsity Christian Fellowship/USA has the right to, and does, hire only candidates who agree with InterVarsity’s Statement of Agreement: Purpose and Doctrinal Basis because InterVarsity believes that each and every staff plays a vital role in advancing InterVarsity’s mission and purposes. 

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