Camp Administrator

The Camp Administrator is the organizational backbone of Yael Camp, owning end-to-end administrative and logistical operations for campers and staff from pre-camp application through post-camp debrief. Managing over 600 campers from 25+ countries and 70+ partner schools, along with hundreds of staff members, this demanding role requires exceptional organizational skills, meticulous attention to detail, and top-tier relationship and communication skills.

Key Responsibilities

1. Camper Application & Registration

Oversee the end-to-end application pipeline: distribute registration links to partner schools, track incoming applications, and maintain real-time database records.
Review applications against acceptance criteria (passports, behavioral reports, medical forms, school allocations) and coordinate decisions with the Camp Director.
Track registration fees, manage scholarship requests, and systematically follow up on outstanding medical, dietary, travel, and consent forms.

2. Parent & Family Communication

Pre-Camp: Serve as the primary external contact for families, issuing info packs, travel details, and briefing school chaperones.
During Camp: Manage parent channels (WhatsApp/email), coordinate daily updates with the Program and Social Media teams, and triage queries or welfare issues.
Post-Camp: Manage post-camp communications, compile feedback surveys, and handle lost property or follow-ups.

3. Staff Logistics & Administration

Issue contracts, collect required staff documentation (travel, dietary, rooming, emergency contacts), and assign lodging.
Partner with the Travel Agent to manage staff flight bookings, itineraries, and last-minute travel modifications (early departures/late arrivals).
Serve as the on-site point of contact for staff logistical needs (welfare/performance issues are handled by the Head Counselor).

4. Manifests & Documentation

Build and maintain real-time Master Camper and Staff Manifests.
Generate flight arrival/departure manifests for the Head of Operations at least 24 hours in advance.
Produce verified printed bunk and bus lists 24 hours prior to every major trip or event.

5. Travel Coordination & Vendor Management

Supervise the Travel Agent/Flights Coordinator, reviewing and approving all flight booking confirmations based on verified participant data.
Support registration and flight coordination for the foundation’s Annual Summit.

Ideal Candidate Qualifications

Experience: Proven track record in camp administration, large-scale event production, or complex international logistics.
Skills: Exceptional organization, high capacity for parallel workflows (600+ campers, 100+ staff), and meticulous attention to detail under pressure.
Communication: Empathetic and reassuring with parents; clear, efficient, and proactive with internal teams.
Languages: English and Hebrew essential; additional languages are a strong advantage.
Availability: Willingness to travel and remain on-site for the full duration of camp