Summer Camp & Athletics Administrator
Job Details
Fessenden Summer Camps - West Newton, MA
Full Time
Non-exempt / Hourly

Position Overview

The Summer Camps Office Manager/Athletics Assistant is primarily responsible for working with the Summer Camps Director to manage the day-to-day administrative functions of the Summer Camps and with the Athletics Director to assist with the administrative functions of the school's athletics program and the COO to coordinate facility rentals. This is a year round full-time position that is available now. 



 40 hours per week, could be more during the spring/summer


Principal Duties and Responsibilities



Enrollment and Recruiting

  • Family Communication, Management, and Enrollment

    • Serve as initial point of contact for new and existing families, effectively communicating programs, policies, philosophies

    • Make follow up calls and/or send emails to prospects

    • Manage inquiries in the database, archiving old leads as necessary

    • Work with Director to give tours to prospective families on an as needed basis

    • Execute contact plan for returning families that have not re-enrolled throughout winter/spring

    • Collaborate in planning and executing retention and acquisition strategies throughout the year

    • Manage camper waitlist.


  • Collaborate with design firm for marketing and informational materials

  • Create and place advertisements for local online and published media in order to reach new customers

  • Work with Digital Marketing firm to ensure that content is accurate and properly targeted

  • Coordinate open houses and plan activities to attract new families

  • Manage Social Media presence

  • Manage and edit website working with website design firm to ensure that content and media are current and website is working properly

Staff Hiring and Management

  • Coordinate interviews with candidates and Director and participate in interview process on as-needed basis

  • Coordinate job postings online and in local media

  • Disseminate, collect, and process all staff employment paperwork, including background checks

  • Serve as liaison to Business Office for seasonal staff payroll

Office Administration

  • Manage online enrollment and staff database (CampMinder)

  • Prepare CampMinder reports for program use to track enrollment data and trends

  • Coordinate and manage all billings and receivables through CampMinder and Business Office

  • Prepare all documents for the annual Board of Health and meet with Board of Health inspector to make sure that all regulations have been followed and the Camp is equipped for opening

  • Assist with coordination of ACA accreditation (annual self-evaluation and accreditation every 5 years)

  • Serve as liaison to Buildings and Grounds

  • Facilitate ordering of supplies for camps

  • Manage forms on database for families and staff

    • Ensure that families and staff have submitted all forms in a timely manner

    • Coordinate integration with Health Center staff


  • Manage daily schedule and attendance sheet and distribute to faculty each morning

  • Manage weekly schedule by checking other schools’ websites and checking Arbiter for referee assignments

  • Assist with coordination of transportation, including posting schedule, organizing van/bus keys for coaches, moving some vehicles to proper location

  • Communicate facility and field maintenance needs with the Buildings and Grounds Department and facilitate communication as needed with coaching and department staff

  • Collaborate on season-ending celebrations and tournaments, including coordinating awards and printing certificates

  • Coordination of inter-season (mud week) schedule and attendance

  • Serve as first point of contact for inquiries from parents and other schools


  • Serve as point of contact for anchor tenants and rental groups

  • Athletic Fields

    • Manage schedule and times for rentals for each season using scheduling software, including setting field lights schedule.

    • Keep track of any changes during season for end-of-season reconciliation

  • Gym/Pool rentals

    • Coordinate seasonal rentals for basketball, indoor soccer, and wrestling groups using scheduling software

    • Facilitate one-time rentals on as-needed basis

  • Ensure that necessary departments are informed of facilities rental schedule


Qualifications & Skills


  • 2 years consecutive related experience preferred

  • Critical thinking skills and the ability to problem solve

  • Flexible team player who is comfortable working in a demanding, fast-paced environment with frequent interruptions, able to work independently and as part of a team;

  • Ability to handle multiple tasks concurrently and set priorities to meet deadlines;

  • Demonstrated proficiency with English grammar and composition and excellent editing/proofreading skills;

  • Excellent accuracy, attention to detail, and customer service;

  • Ability to work independently 

  • Strong organizational skills; ability to establish and manage multiple priorities;

  • Driving record that allows for driving school vehicles;

  • Need to be able to lift up to 20 pounds;

  • Work authorization:  United States (Required)

  • Proof of COVID-19 vaccination


How to Apply

Interested and qualified candidates should submit electronically the following materials to through Fessenden’s Career Site. Please Include a cover letter and resume. At some point during interview process, we will expect a list of at least three references with name, title, phone number and email address of each (references will not be contacted without the candidate’s permission).