Job description
Given that Island Quest serves several populations spread across multiple agencies, each agency partner will have a primary representative to support the growth of the camp and cultivate community within each community center. The following describes the full-time role of the Assistant Director of Operations, based out of the Friedberg JCC. This qualified person will serve an important role at camp as a senior year-round leader and as a system, logistics, and operations professional, as well as a strong presence as part of the Friedberg JCC team.
Core Responsibilities Fall & Winter:
- Permits and Accreditations: Serves as a regulatory liaison and oversees licensing and compliance. Specifically with annual Suffolk County DOH permits, ACA accreditation and standards practice, HRA reporting process, and other administrative duties as needed.
- Property Liaison/Management at HKC: Responsible for creating and managing the HKC master calendar and project managing the facility repairs and maintenance. Specifically manage all facility needs specifically for HKC and all agency needs at any facilities needed for IQ programming. Communication with all representatives of HKC and partner agencies to leverage resources to make camp "ready" for in-season use.
- System Management: Ensures all transportation and health center needs for the summer are contracted and set up in a timely manner.
- Builds and maintains all operational systems, including database management. ordering, inventory, transportation, and emergency & safety plans. Coordinating the calendars for vendors, bussing needs and late stays, and transportation communications.
- Island Quest Liaison: Serves as the main contact between Friedberg JCC and Island Quest team. Helps to make connections for the camp director, advocate on the camp’s behalf when necessary, and continually looks for opportunities to strengthen the camp's presence in the Friedberg JCC community. This includes participation in Friedberg JCC team meetings and planning.
- Staff Hiring: Plays an active role in recruiting and hiring summer staff along with all full-time IQ leadership. Serves as a leader in the community to engage current and prospective staff year-round. Supports the organization and tracking of hires to ensure data entry, contracts, medical forms, and all new-hire paperwork is completed and submitted. Conduct interviews and assist Commonpoint Human Resources with the onboarding camp staff.
- Camper Recruitment: Represents camp at the agency and community recruitment events, holidays & celebrations, community opportunities, and one-on-one interactions with prospective and potential leads. Responsible for staffing all recruitment events, especially those taking place in the home agency.
- Year-Round Leadership: Serves as an active leader on the year-round camp team, taking the initiative to communicate and solve problems, resolve conflicts, and maintain positive relationships with all key stakeholders.
Core Responsibilities In-Season: (Spring & Summer)
- Supervision & Training: Direct supervision of the Operations Supervisor, Transportation Supervisor, and the Wellness Center. Design and implement training for all seasonal operations staff. Ensure quality coaching of this staff, especially during the first two weeks of camp while people are learning their roles. Implement staff evaluations for direct reports.
- Leadership: Serves as a key member of the camp administration team, which includes participating in the planning and active participation of summer training, mentoring of staff, and daily team meetings. Positively and proactively communicates with the Camp Director, staff, campers, parents, and vendors. Enthusiastically participates in full camp events, while demonstrating quality role modeling to all levels of staff. Continues to promote IQ to Suffolk families and bridges relationships with other, relevant IQ team members and families.
- Facility Needs & Partnership: Liaison with HKC for all required documents and ensure the facility and events calendar is updated regularly. Develop tracking tools to manage and maintain inventory levels for all essential areas of the camp. In addition, tracks all repairs and facility projects for the camp; which include the maintenance and management of all capital assets. Ensure open and clear communication and partnership with HKC professional staff. Oversee the coordination of guest groups, staff schedules, events, training, and logistics.
- Operations & Finance: Manage the operational needs and camp-wide calendar for all staff training, special events, trips, and community engagements. Responsible for the logistics for all events that take place at HKC including any outside groups that are visiting or those subcontracted to during the year. Responsible for submitting invoices and tracking expenses within budget and for billing external groups.
- Safety & Emergency Management: Respond quickly and effectively to accidents and incidents. Assist in the conduction of investigations as may be required and per the Island Quest policies and procedures. Accurately prepares and submits staff and camper accident and incident reports in a timely manner. Ensures quality follow-up with health center staff daily.
- At Friedberg JCC & Off Camp Grounds: Hires and oversees staff for extended care at Friedberg JCC as well as Friedberg JCC hub stops. Audits all locations to ensure proper customer service, tracking, and charging for care. Responsible for being present for in-summer late returns to the agency and available for off-site trips/overnights if needed.
- Health & Wellness: Responsible for the oversight of Health and Wellness including the hiring of the nurse, EMT, DOH compliance, purchasing, and the maintenance and management of all supplies and equipment. Oversees the compliance of reporting and tracking all medical-related incidents to the appropriate people including the Camp Director, DOH, HRA, and HKC when appropriate.
- Opening & Closing: Spearheads the camp setup (beginning in March) and end-of-summer closing (through October). Organizes the staff for the required task, set up the systems to maintain the capital assets throughout the off season, update and maintain inventory, coordinating repairs and management of capital projects.
- Food Services: Supervises the planning of and implementation of all food-related events/needs of Island quest day camp as we and the staff that is responsible for executing these responsibilities. This includes managing the relationships with key vendors, creating and managing the systems to support the camp, training staff, ensuring harmony at Quest Cafe for all meals, and coordinating all the food needs for the camp when it travels. Responsible for managing the stock of all essential supplies including serving supplies as well as alternatives, snacks, ice cream, and water as well as managing expenses and processing paperwork so the vendors receive payment.
- Transportation Oversee and coordinate the transportation needs for camp including the development of a busing master trip calendar and daily routes for camp. As the supervisor of the transportation director this position involves being the liaison with key bus vendors and being responsible for making sure all camp transportation needs are set before day one; which includes creating the bus routes bus tags and maintaining rosters on a weekly basis. Responsible for all transportation communications and the hiring and training of all bud and extended care staff.
Skills / Requirements:
- Team player, ability to work independently as well as part of a team, creative, proactive, persistent, enthusiastic and fun to be around.
- Demonstrated proficiency in Google Suite.
- Database experience with Campsite and Asana Project Management, a plus.
- Other technology as required.
- Bachelor's Degree in Education, Recreation, Jewish Studies, Psychology, Social Work, Business; Masters Degree in Education, Social Work or Non-Profit Management.
- Strong Organizational skills.
- Supervisory and project management experience in a camping environment a plus.
- Budget and business management experience preferred.
- Exceptional level of professionalism and accountability.
- Superior interpersonal and team-building skills.
- Must have a valid driver's license and a means to travel between locations within Queens and Long Island on a regular basis.
- Sense of humor and serious interest in having fun.
Start Date:
- As soon as possible (must be prior to the 2023 camp season) for part-time engagement.
Additional Information
- This position is supervised by Island Quest Director Melissa Algranati. Island Quest is a consortium camp program, operated and led by Commonpoint Queens. An employment relationship will exist between the employee and Commonpoint Queens.
- Compensation is competitive and commensurate with experience.
To Apply: Email a cover letter and resume to Melissa at melissa@islandquestdaycamp.org. Please indicate "Assistant Director of Operations" in the subject line of the email.
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