Position Description

The Pacific Coast Children’s Mission

Mission Statement:

To present the gospel in an unthreatening atmosphere through quality programs and caring relationships, using God’s creation.

Position Title: Office Manager
Reports To: General Director
Positions Supervised: Office Intern, Volunteers in Tuck Shop & Store
Remuneration: Salary to be determined by the Board.  This is a full time missionary position.  Ferry fare (foot passenger) and ground transport from Q Cove to & from camp will be provided if the employee lives on Vancouver Island. 

General Responsibility:

This person is responsible for running the camp office.  This position calls for exceptional interpersonal, organizational, and problem solving skills.  The successful candidate must balance attention to detail with high productivity (you are a self-starter capable of ‘making things happen’).  Good computer skills (typing speed = 60 wpm) including knowledge of MS Word, Excel, Publisher, PowerPoint, etc. is required.  Ability to learn CampBrain, WordPress, and other software is a must.  Adaptability, reliability, and discretion are important attributes.  All staff must be committed to working as part of a team to build the Kingdom of God.  Responsibilities are to be carried out in a way that will honour Jesus Christ and comply with the Pacific Coast Children’s Mission’s Statement of Faith and Mission Statement.

The intensity and focus of this position varies seasonally.  Applicants must be able to lift 50 pounds.  During the summer camping season, the Office Manager will be required to oversee Registration (typically Sunday afternoons from 2:00 pm – 6:00 pm).   Flex time will be granted to compensate.

Tasks & Responsibilities:

General Office Duties:

• Manage the daily operation of the camp office 
• Manage incoming and outgoing mail
• Communicate with campers, parents, guests:
• Answer phone calls & emails in a timely fashion
• Send acceptance letters, receipts, etc.
• Ensure that any complaints / concerns are communicated to Department Heads / Director immediately for response within 24 hours
• Oversee purchasing office supplies (paper, envelopes, pens, labels, toner, etc.)
• Record & distribute minutes for Staff meetings
• Receive and manage Lost & Found (facilitate return of L&F to owners)
• Ensure office equipment is in good operating condition.
• Promote practices that reduce waste, reuse items, and recycle as much as possible.
• Manage camp’s calendar using Google Calendar
• Filing
• Oversee cleaning by Intern (garbage, recycle, vacuum, clean & restock washroom, etc.)

Camp Brochures:

• Assist with summer camp brochure production (September / October)
• Oversee summer brochure / camper follow-up mail out (November)
• Distribute brochures to businesses and churches (January)
• Advertise with social media and email for off – season camps:
• New Year’s Camp, Teen, Women’s Weekend, Mother/Daughter, Father/Son, etc.

Data management (data segmentation):

Managing the database so we can track Alumni, Campers, Churches, Donors, Rental Groups, Volunteers, etc.

Financial:

• Manage retail floats / cash drawer 
• Recover NSF payments

Fundraising:

• Design and mail invitations for Dessert Nights / Fundraising Banquets
• Track RSVPs, phone guests to invite
• Write thank you cards and foster a culture of thankfulness

Newsletters & Communication:

• Manage all aspects of mailings (Lick & Stick)

Layout & design:

• Year-In-Review letter to go out with income tax receipts (February 1)
• Outreach – 3 per year: Fall (September); Winter (December); Spring (April)
• Homewood Staff Christmas Card (November)
• Missionary postcards / letters (design templates)
• Use Camp Brain emailer

Recruitment:  

In Camp Brain: Create application forms & reference forms (Wufoo); print completed applications; tracking applications; etc.  Assist Director with all aspects of recruitment for:

• Interns
• Spring Crew
• Summer Team 

Registration:

• Manage camper database (CampBrain):
• Back end (registrations, payments, sessions, forms, confirmation emails, etc.)
• Prepare cabin lists, activity lists, etc.
• Prepare & print out reports for Camper Check-In (Registration Days) 
• Busing
• Cabin Lists
• First Aid
• Food Services
• Manage / Lead Camper Check-In for each camp session 
• Process all payments and update database as required
• Print and create statistical reports as required for Director / Board

Retail:

Tuck Shop:

• Manage camper accounts (including refunds at end of week)
• Train & supervise staff (WC & LITs) assigned to assist

Store:

• Train & supervise staff 
• Oversee inventory control, camper accounts, and record keeping 
• Cash management (balancing the float & reporting)

Social Media & Website: (Share role with off-site staff member)

Manage our social media presence and protect the integrity of our ‘brand’ on Facebook, Twitter, Instagram, etc.
Manage updates to keep all aspects of the website current 

Other:

• Attend staff meetings, special celebrations, 
• Be available to assist guests, give tours, etc.
• Help with dishes and/or activities on occasion
• Create vouchers for internet use / track usage
• Assist the Camp Director as requested
• Arrange rides for volunteers and seasonal staff joining the team

Personnel

• Provide positive, professional, and effective leadership for all volunteers.  
• Train and supervise Interns & volunteers, ensuring that they clearly understand the scope of their responsibilities and the performance standards required. During the summer you will train Work Crew and LITs to help run Tuck & assist in the store.
• Participate in professional or spiritual development courses, seminars, or conferences as directed by or approved by the General Director.
• Be a consistent example of Christian commitment and enthusiasm.

Relationships

• Build and maintain positive relationships on and off the property with all contacts, both personal and professional as an ambassador of Christ.
• Build and maintain a prominent and positive profile for Camp Homewood in all spheres of the local community.
• Coordinate with the General Director and other staff to ensure that tasks are being performed to standards, in proper priority, in a timely manner, and in harmony with the rest of the camp operation.
• Attend all staff meetings as required.
• Communicate with other Property Staff to ensure harmonious relationships and an effective work environment, which maximizes the effectiveness of all human resources.
• Support other Property Staff and Program Staff on all matters involving the office.
• Work closely with Summer Team, LIT & Work Crew campers to help make their experience a positive time of personal growth.
• Lead by example in cooperating with all other departments on the property to work as a team and produce a well-functioning body.
• Be a positive spiritual leader & example to those you work with and serve

Responsibilities to the Board

• Follow and enforce all camp policies.
• Assist the General Director with the preparation of Board meeting packages.
• Attend Board functions and serve on committees as invited.

Other

Requests for time off or holidays are to be submitted in advance to the General Director for approval.  See Camp Homewood Staff Holiday Policy for details.

Qualifications:

• A mature and growing Christian committed to living a life of holiness.
• Agrees with the PCCM Statement of Faith and Mission Statement.  
• A demonstrated passion for evangelism and discipleship of youth.
• Demonstrated proficiency in office management is required.  
• A team player – committed to helping others succeed.  Proven supervisory skills and the ability to recruit, train & deploy volunteers is required.
• Takes initiative – a ‘self-starter’.   Focused and organized.
• Good problem solving skills.
• Good oral and written communication skills.  
• Successful candidate must provide a Criminal Record Check every three years.
• Raising personal support for ministry is encouraged, but not required.

This job description is not intended, and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job.  It is intended to be an accurate reflection of the principal job elements.  Other duties may be assigned.