Description:
As the Camper Admissions Manager, you hold the core value of Welcome Home as foundational to your work. You understand that camper safety and family trust are built through strong systems, thoughtful communication, and attention to detail. By leading each step of the admissions journey with care and precision, you help create access to inclusive and cost-free experiences at Flying Horse Farms.
You deliver exceptional customer service through clear, compassionate communication with families, caregivers, medical professionals, and community partners. You lead complex admissions systems with accuracy and efficiency, ensuring application processing, camper placement, compliance requirements, and family engagement strategies are executed seamlessly. You understand that delivering the mission through exceptional experiences for every camper and family starts by creating safe, organized, and responsive processes. Behind every application, process, and data point is a camper or family seeking belonging, safety, and joy.
You are highly organized, adaptable, empathetic, and committed to accuracy. You thrive in administrative leadership while confidently navigating complex situations, collaborating across teams, and role modeling integrity, hospitality, and responsibility. You are energized by the spirit of camp and excited to step beyond administrative systems to actively contribute to the joy and connection that defines the FHF experience.
Department Overview
The Admissions Team plays a pivotal role in shaping the first impression of the camp experience for families and campers. The team collaborates with medical, psychosocial, and program team staff members to process applications, provide essential information, and maintain accurate records. This team is responsible for providing exceptional customer service to all and ensuring a smooth and accessible application process.
Responsibilities
The responsibilities for this position include, but are not limited to, the following:
Administration
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Manage the administration of camper application databases across camp program offerings
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Lead annual review of camper admissions systems, workflows, and participant feedback in collaboration with cross-departmental stakeholders, implementing updates to improve safety, efficiency, and family experience
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Monitor and refine camper application workflows to responsive family support, ensure accurate processing, and efficient operations
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Ensure accurate and timely reports, data, and statistics including pre-camp reports, grant requests, annual Impact Report, and camper evaluation metrics
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Manage annual camper and family survey processes and assist with development of annual survey reports
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Build and maintain relationships with external partners, referral sources, and community organizations to increase camper awareness, engagement, and application pipelines
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Manage camper recruitment events including staffing, supply inventory, scheduling, and day-of logistics
Camper Admissions
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Build trusting relationships with families, serving as a knowledgeable and compassionate point of contact throughout the admissions and pre-camp experience
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Lead execution of annual camper recruitment and engagement initiatives designed to increase application completion, retention, and family connection
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Develop and oversee family communication strategies, messaging standards, and outreach timelines to ensure clear, consistent engagement throughout the admissions cycle
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Manage camper application processing[DW3.1], ensuring accurate and timely communication with caregivers and medical professionals while maintaining compliance and risk standards
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Facilitate camper placement meetings and lead communication of placement information with caregivers
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Lead development and implementation of safe and efficient camper arrival, check-in, and departure procedures
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Manage complex or sensitive admissions situations—including eligibility questions, caregiver challenges, or access barriers—using sound judgment while balancing policy, safety, and family-centered care
Camp Operations
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Oversee the preparation, accuracy, and distribution of critical camp session documentation including camper dietary reports, NSOR checks, emergency contact reports, rosters, and other operationally essential admissions materials
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Lead family camp housing placements, including thoughtful family pairing decisions that balance logistical needs, camper/family experience, and program priorities
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Manage the seasonal camper mail process, ensuring timely, organized, and family-centered communication between campers and caregivers throughout residential programming
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Support residential camp phone coverage systems, helping ensure caregivers have reliable 24/7 access to camp staff for urgent needs, questions, or critical communication during camp sessions
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Be trained in emergency response protocols and available to report to camp within two hours in the event of an evacuation or other emergency
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Provide on-site leadership during all camper arrival/departure days
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Live onsite during all family camp weekend programs
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Maintain non-traditional working hours (evenings and weekends) with a flexible work schedule throughout the year
Requirements:
- Demonstrated meticulous systems-based organizational skills and attention to detail
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Ability to work for extended periods of time on a computer
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Ability to provide excellent customer service and demonstrate professionalism in phone communication
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Ability to collaborate with multiple project managers and key staff across multiple teams
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Manage tasks and workload in a fast-paced, deadline-driven role
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Demonstrated excellent written and oral communication skills
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Experience working and proficiency in Microsoft Office applications
Preferred Skills & Experience
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Non-profit experience
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Experience in an administrative role
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Experience working with a web-based data management system
Environmental Conditions:
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Ability to move throughout camp regularly, including uneven terrain (grass, gravel, wooded areas)
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Engage in standing, bending, reaching, and light lifting (typically up to 25–40 lbs, depending on role)
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Participate in or support camp activities, which may include recreational, programmatic, or daily living tasks
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Maintain awareness and responsiveness in a fast-paced, camper-centered environment
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Ability to respond appropriately in emergency situations, with or without accommodation
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Work primarily outdoors in a variety of weather conditions, including heat, humidity, rain, and variable temperatures
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Exposure to natural elements such as sun, insects, water, and dust
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Indoor work may include non-climate-controlled spaces at times (e.g., barns, program areas)
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Noise levels may vary and can be high during group activities, meals, and events
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Schedule may include long or non-traditional hours, including early mornings, evenings, and overnight responsibilities
