Administrative Assistant

Western Camps, Inc. is a mission-driven organization dedicated to providing meaningful outdoor, educational, and recreational experiences for individuals, families, and groups. Operating under the names Wonder Valley Ranch Resort, Wonder Valley Outdoor Education Center, and River Way Ranch Camp, we offer a range of programs and services that emphasize personal growth, environmental stewardship, and community connection.

River Way Ranch Camp is looking for a detail-oriented Administrative Assistant to keep our office running smoothly all year. This is a full-time office and front desk role with real variety: data entry and recordkeeping, customer service with camp families, supply ordering, and event logistics. Off-season, you'll focus on enrollment, records, and family communication. In summer, the energy picks up and you'll be at the center of camper records, parent calls, and opening and closing day operations.

No two days look the same, and you'll see the direct impact of your work on campers, families, and staff.

Front Office and Family Communication

• →Answer phone calls and emails from parents about applications, forms, payments, sessions, and camp policies
• →Serve as a year-round point of contact for families, vendors, and staff
• →Prepare and distribute announcements and paperwork for staff and families
• →Help send daily camper emails to families during summer

Enrollment, Data Entry, and Recordkeeping

• →Enter camper applications and maintain accurate rosters and records in CampMinder and related systems
• →Upload camper forms, evaluations, and leadership comments to camper files
• →Document incidents and track camper medications, valuables, and forms
• →Maintain organized digital and paper filing systems and archive records according to retention policies
• →Assist with onboarding paperwork and background check processing for seasonal staff

Supplies, Inventory, and Logistics

• →Track inventory and order office, program, and health center supplies through the purchase order process
• →Receive, reconcile, and store incoming shipments and packages
• →Keep storage areas clean and organized
• →Help coordinate logistics for large events and camp opening and closing days

Administrative and Financial Support

• →Track petty cash and maintain accurate records
• →Support directors and leadership with scheduling, documentation, and follow-up
• →Help prepare staff training and orientation materials
• →Manage lost and found and contact parents about recovered items
• →Prepare end-of-season reports

• Strong organizational skills and attention to detail
• Clear, professional written and verbal communication skills
• Ability to handle confidential information with discretion
• Comfort juggling shifting priorities in a fast-paced environment
• Proficiency with Google Workspace (Gmail, Google Sheets, Google Docs)

• Prior experience in an office, administrative, receptionist, or customer service role
• Experience with CampMinder or similar camp registration or database software

• Benefits, e.g., health insurance, paid time off, paid holidays, 401(k)
• Perks, e.g., meals during summer, discounted camp tuition, beautiful outdoor setting
• Stable, year-round position with a team that values your work

• Work in both indoor office and outdoor camp settings, including high summer temperatures, noise, and outdoor elements
• Ability to lift up to 40 lbs, with or without reasonable accommodation
• Ability to remain alert for extended periods and respond appropriately to emergencies