Youth Camp Program Assistant

Youth Camp Program Assistant (Seasonal) 

Department: Professional and Continuing Education  

Reports To: Youth Camp Coordinator / Program Manager 

Location: On-site  

Hours: Part-Time, Hourly | Estimated 20 hours/week with up to 40 hours during peak weeks with active camps (camps offered in June, July, and August)  

Position Summary: 

The Youth Camp Program Assistant supports the planning and coordination of youth summer camps, including communication with parents, administrative preparation, and monitoring participant documentation. This role ensures smooth camp operations and compliance with health and safety protocols. The assistant will also review and learn the curriculum for Black Rocket camps (approximately 40 hours of training). 

Key Responsibilities: 

Administrative & Communication Tasks: 

Monitor and respond to emails in the youthpac@uwp.edu inbox. 

Communicate scholarship decisions; manage notifications and CampDoc registration follow-ups. 

Coordinate parent communications regarding camp logistics, drop-off/pick-up procedures, dress code, and supplies. 

Enrollment & Documentation: 

Track and follow up enrollments and health form submissions on the CampDoc system. 

Review camper health forms for allergies, medications, and conditions; contact parents as needed. 

Create and print emergency contact lists, sign-in/sign-out sheets, and name tags for each camp. 

Ensure all permission forms and documentation are completed and organized, especially for Environmental Explorers camps. 

Camp Preparation: 

Assemble camper bags with materials (lanyard, gifts, pencils, brochures, water bottles, notebooks, etc.). 

Coordinate with PCE supervisor for in-office prep work. 

Assist with dividing and managing catering orders for different camps. 

On-site Support: 

Participate in camper check-ins and check-outs. 

Verify authorized pick-up individuals in CampDoc and gather updates during drop-off. 

Reporting & Data Management: 

Weekly update of enrollment data in the Black Rocket system and on the first day of each camp. 

Conduct evaluations (Qualtrics, paper, and Black Rocket online forms). 

Review DPI scholarship requests, verify qualification, and upload forms to DPI platform.  

Support DPI reporting (due August 1st), if applicable. 

Training: 

Complete approximately 40 hours of Black Rocket curriculum training through the official training site. 

Additional Duties (as needed): 

Upload scholarship documents to Kiteworks. 

Assist in DPI report preparation and financial account reconciliation. 

Help with data input and technical assistance for UW System’s youth programs online platform (if access and timelines permit). 

Preferred Qualifications: 

Strong communication and organizational skills. 

Comfortable with email correspondence and online platforms (e.g., CampDoc, Black Rocket, Qualtrics). 

Ability to work independently and collaborate with remote and in-office teams. 

Work Schedule: 

Approximately 15 - 20 hours per week, with increased hours the week before and during the active camp period. 

Flexible hours with coordination for in-office tasks as needed.