Admissions & Database Manager

Description:

The Admissions & Database Manager holds the core value Welcome Home as foundational to their work. They understand that strong systems and attention to detail are essential to safety, and that each process directly impacts the experience of campers, families, and volunteers. They take ownership of each step in the admissions journey, ensuring clear communication, thoughtful onboarding, and access to transformational camp experiences at Flying Horse Farms (FHF). The Admissions & Database Manager brings a highly organized, process-driven approach while remaining grounded in warm, relational service. They deliver exceptional customer service through consistent, thoughtful communication and effectively translate the voice and spirit of camp across all interactions. They are able to hold both precision and empathy—ensuring processes are followed while responding to the individual needs of those we serve. This team member leads the work of the Admissions Team, overseeing application processing for campers, families, and volunteers. They are skilled in managing complex administrative systems, organizing data, and maintaining accuracy across high-volume processes. They demonstrate strong judgment, a deep sense of responsibility for safety, and model integrity in alignment with camp's values. This individual is both self-directed and adaptable, able to navigate a variety of situations with confidence while maintaining a high standard of care. The ideal candidate will have experience working in an administrative role and have the skill and drive to elevate the camp experience for all. Department Overview The Admissions Team plays a pivotal role in shaping the first impression of the camp experience for families and volunteers. The team collaborates with medical, psychosocial, and program team staff members to process applications, provide essential information, and maintain accurate records. This team is responsible for providing exceptional customer service to all and ensuring a smooth and accessible application process. Responsibilities The responsibilities for this position include, but are not limited to, the following: General Lead the work of the Admissions Team Manage the administration of camper and volunteer application databases across camp program offerings Manage annual volunteer, camper, and family survey processes and assist with development of annual survey reports Conduct annual evaluation of camper and volunteer admissions process with key stakeholders and lead the implementation of updates to reflect best practices and the current needs/trends of camp Regularly evaluate camper and volunteer application processes to ensure accuracy, efficiency, and a high level of customer service are maintained Ensure accurate and timely reports, data, and statistics including pre-camp reports, grant requests, annual Impact Report, and volunteer and camper evaluation statistics Support the facilitation of relationships with external partners as they relate to camper and volunteer admissions Manage camper and volunteer recruitment events including staffing, supply inventory, scheduling, and day-of logistics Navigate complex or sensitive situations with sound judgment, ensuring policies are upheld while prioritizing dignity, access, and care Serve on the emergency staffing table to support in-camp operations Be trained in emergency response protocols and be available to report to camp within two hours in the event of an evacuation or other emergency Live on-site during camp programming with direct responsibility for supporting volunteers & general camp operations Maintain non-traditional working hours (evenings and weekends) with a flexible work schedule throughout the year Campers & Families Manage implementation of the annual camper engagement strategy In collaboration with the Admissions Team, develop and oversee annual family communication guidelines Build trusting relationships with families, serving as a knowledgeable and compassionate point of contact throughout the admissions and pre-camp experience Lead the development of safe and efficient camper arrival, check-in, and departure procedures Facilitate camper placement meetings and lead communication of placement information with caregivers Manage camper application processing; ensure accurate and timely communication to caregivers and medical professionals and adherence to compliance and risk requirements Volunteers Lead the implementation of annual engagement and retention strategy to recruit and place a dynamic and skilled community of volunteers, totaling ~800 volunteer positions annually Foster meaningful relationships with volunteers, creating a welcoming and supportive experience from initial inquiry through placement Lead and organize volunteer appreciation initiatives and events with the Volunteer Coordinator Manage volunteer application processing to ensure accurate and timely processing of interviews, background checks, and paperwork while adhering to compliance and risk requirements to ensure camper safety Manage volunteer placements including conducting regular assessments of program needs and maintaining alignment between volunteer skillsets and available roles to ensure adequate staffing across camp program offerings In collaboration with the Community Support Director, develop and implement Volunteer Orientation schedules across camp program offerings

Requirements:

Demonstrated meticulous systems-based organizational skills and attention to detail Ability to work for extended periods of time on a computer Ability to provide excellent customer service and demonstrate professionalism in phone communication Ability to collaborate with multiple project managers and key staff across multiple teams Manage tasks and workload in a fast-paced, deadline-driven role Demonstrated excellent written and oral communication skills Experience working and proficiency in Microsoft Office applications Preferred Skills & Experience Non-profit experience Experience in an administrative role Experience working with a web-based data management system