Admissions Assistant - Part-Time, Year-Round

POSITION

Part-Time, Year-Round, Admissions Assistant TYPE:

20 hours per week, on-site, non-exempt - Semi-flexible schedule based on programming demands - will include nights and weekends.

LOCATION

Angola, New York

REPORTS TO

Director of Campus Based Services

AGENCY DESCRIPTION

Nationally recognized and regionally celebrated, Cradle Beach is a non-profit charity founded in 1888 on the ideals of diversity and inclusion. We unite individuals and families, with a focus on empowering children with special needs and the underserved to become their best selves through life-changing experiences in a safe and inclusive environment. Friendship, belonging and enrichment promote confidence, skill-building, community and independence. Cradle Beach serves over 5,000 children and adults year-round through our Summer Camp, Respite, Senior Services and Retreat Programs. Located directly on the beautiful shores of Lake Erie, our serene 66-acre campus provides a beautiful oasis for programming complete with woodlands, campfire ring, low-ropes course, paved nature trails, garden, athletic fields, heated accessible swimming pool, playground, accessible tree house, seasonal and climate-controlled cabins and spacious multi-use facilities including the Jim Kelly House, Geico Woodland Lodge, New Era Cap Performing Arts Center, Arts and Crafts, Infirmary and Sensory Building.

POSITION SUMMARY

The Admissions Assistant works collaboratively to support program registration, maintain accurate records and provide administrative support for all Cradle Beach programs. This role serves as a key point of contact for all participants, their families and various stakeholders, ensuring a warm welcome and meaningful experience. The Admissions Assistant maintains accurate data for program operations, claims, and billing, while ensuring strict compliance and confidentiality. Work hours are scheduled to support program needs.

ESSENTIAL FUNCTIONS

Responsibilities include, but are not limited to: Registration & Enrollment Serve as a welcoming first point of contact Provide accurate and clear communication and support in response to inquiries regarding referrals, admissions process and enrollment status Manage camper registration and related processes in accordance with Standard Operating Procedures (SOP) including: assisting in the completion of application and all associated forms ensuring application has been fully completed and submitted in accordance with agency timelines families have enrollment confirmation and/or all necessary information for attendance Maintain ongoing, clear, accurate communication and follow-up by using notes section in the Campsite Data Management System software to make sure all communications are tracked for continuity and strong management of participant's records. Organize and file all camper information, track and monitor online application process and maintain detailed tracking log in Campsite software system Ensure accurate and timely processing of all OPWDD camper paperwork and compliance information Keep detailed tracking and monitoring of where participants are in the registration process to allow successful and timely completion Enter and maintain detailed, accurate, camper/participant records within the campsite and OPWDD platforms Track and report on program capacity, waitlists and outstanding fee payment schedule Process application and required documentation in accordance with

HIPPA & HITECH

requirements Assist with seasonal program preparation and documentation Support coordination of camper check-in and check-out processes Data Management & Compliance Ensure camper medical forms, waivers, and required documentation are complete, comprehensive and secure Maintain accurate, professional, HIPPA compliant data entry, paper and digital filing systems Generate reports for program leadership including demographics, census, satisfaction, etc. Ensure compliance with all agency, OPWDD, regulatory and donor requirements Maintain confidentiality and adhere to safety and security measures Abide by all Cradle Beach policies, procedures and compliance requirements Administrative Support & Personable Engagement Provide excellent customer service and engagement including: answering phones, responding to emails, greeting and supporting parents, families, visitors, volunteers and all parties in a positive manner Greet visitors and direct to the appropriate offices as applicable Provide administrative support to program and agency leadership Perform any other duties as assigned.

PHYSICAL AND ENVIRONMENTAL CONDITIONS

Ability to meet physical requirements of the position which includes frequent standing, walking, sitting, bending, stooping, squatting, kneeling and climbing Enforce appropriate safety regulations and emergency procedures Physical ability and sound judgment to assist program participants in an emergency (fire, evacuation, illness or injury)

KEY COMPETENCIES

Personable and professional with strong verbal and written communication skills Ability to build rapport with a wide range of stakeholders (campers, families, referral sources, volunteers, donors, alumni & community) Proficient in Microsoft Word, Excel, Office and online communication/database platforms Self-starter with strong work ethic and high productivity in independent and team roles Willingness to learn, accepts supervision and seeks continuous quality improvement Values and contributes to an enthusiastic, collaborative culture and mission Adaptable with good judgement, problem solving and task switching skills Strong time management and organization skills, attention to accuracy and details Works well under pressure and within established deadlines Ability to work flexible hours, including some evenings and weekends

QUALIFICATIONS

Must be at least 21 years of age. Valid NYS driver's license, reliable transportation and proof of insurance Associate's degree preferred or High School Diploma (or equivalency) with 1-3 years customer service, administrative and/or relevant experience Passion for supporting children and families Successful completion of all required human resource and background checks Cradle Beach is an Equal Opportunity Employer (EOE). We're invested in hiring and retaining a diverse staff that embody our core values of Inclusion, Integrity, Adaptability, Safety, Respect and Team.

Pay:

$16.00 - $17.00 per hour

Benefits:

Flexible schedule Paid time off

Experience:

customer service: 1 year (Preferred)

Work Location:

In person