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Administrative Director

About us:

Shekinah Ranch is a non-profit summer camp program in Southwestern, Pennsylvania that has operated since 2002. We offer three summer camp programs: Day Camp (ages 5-10), Overnight Camp (ages 8-15) and Teen Discipleship (females ages 13-18). Our mission is to be a place for young people and children to experience being connected to God, through the use of horses, sports and recreation. The camp has grown and developed many activities over the years that draw out the creativity, diverse interests, and adventurous spirit of every camper.

** To Apply: Please e-mail a resume and cover letter to admin@shekinahranch.camp

Job Title: Administrative Director

Reports To: Director/Founder

Location: Shekinah Ranch Camp Office (Charleroi, PA) & Off-Season Church Office (Belle Vernon, PA)

Job Type: Full-time/Part-time

Salary: $20,000-25,000 annually (housing and utilities package offered)

Position Overview:

We are seeking a Jesus-loving, highly organized, and adaptable individual to join our Camp team as the Administrative Director. This key role requires a strong background in administrative support, human resources, and operational management, as well as a passion for youth ministry. The Administrative Director will oversee administrative functions, manage human resources, handle financial reporting, and support the growth of the camp through outreach, fundraising, and community engagement.

The ideal candidate is proactive, detail-oriented, and able to thrive in both administrative and physical roles. The position requires stamina and physical strength during summer months (April-August), as the role can be physically demanding. This is a vital position for maintaining the day-to-day operations of the camp, ensuring a positive experience for staff, campers, and the community.

Key Responsibilities:

Administrative & Human Resource Support:

Primary Point of Contact: Serve as the main contact for inquiries from parents, staff, campers, and donors. Address concerns via phone, email, and social media with professionalism. Respond to emergencies and manage sick camper situations.
Registration Operations: Oversee the camp’s registration system, website, and camper rosters. Address camper inquiries, schedule tours, and manage the registration process.
Staff Recruitment & Onboarding: Work with the Camp Director to post job openings, schedule interviews, assist with hiring, and onboard new staff with training on camp policies, procedures, and expectations.
Payroll Management: Coordinate payroll processing, ensuring accurate and timely compensation. Maintain payroll records and reporting.
Licensing & Compliance: Manage applications and documentation for nonprofit status, health department certifications, and any necessary state or federal licenses. Ensure compliance with legal and tax-exempt requirements.
Grant & Insurance Documentation: Track and manage grant applications, as well as file and manage insurance claims to ensure proper funding and coverage.
Donor Relations: Generate and distribute donation receipts, acknowledge
contributions, and cultivate relationships with donors.

Financial Management and Reporting:

QuickBooks Management: Reconcile financial transactions monthly, ensuring accurate record-keeping and reporting.
Financial Reporting: Prepare financial reports, including budget summaries, for the board of directors.
Credit Card Management: Oversee credit card transactions, ensuring compliance with organizational policies.
Tax Reporting: Collaborate with the CPA for tax filings and ensure tax compliance.

Order Processing & Fulfillment:

Order & Supply Management: Manage purchase orders and tuition invoicing, ensuring timely processing.
Bookkeeping Support: Maintain accurate financial records for transparency.
Accounts Payable & Receivable: Oversee accounts payable and receivable, ensuring timely invoicing and payment collection.

Digital Marketing and Advertising:

Content Creation & Distribution: Develop and execute digital marketing campaigns, including content for social media, email newsletters, and print materials.
Website Maintenance: Update the camp website and registration software to ensure accuracy and engagement.
Research & Database Transition: Lead research on new marketing strategies and facilitate the transition to new technologies or software.

Event Planning & Community Outreach:

Fundraiser Planning: Plan and execute fundraising events to support the camp’s operations and raise scholarship funds.
Community Engagement: Implement strategies to increase community involvement, raise awareness, and foster donor relationships through event management and communication.

Property and Real Estate Management:
Maintenance & Property Management: Oversee property maintenance, including pool cleaning, repairs, and facility upkeep.
Third-Party Management: Coordinate with contractors for maintenance work and ensure timely project completion.

Qualifications:

Education: Bachelor’s degree or equivalent experience in Business Administration, Human Resources, Finance, or a related field. Experience in a Youth Camp or Retreat Center is preferred
Experience: Minimum of 3-5 years of experience in administrative support, human resources, finance, or a related field OR previous experience in Youth Camp or Retreat Center administration is a bonus.
Technical Skills: Proficiency in QuickBooks, Microsoft Office Suite (Word, Excel, PowerPoint), and digital marketing platforms. Familiarity with website content management is a plus.
Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders (staff, clients, donors, board members).
Detail-oriented: Strong organizational skills with the ability to manage multiple projects while ensuring accuracy and meeting deadlines.
Problem-Solving Abilities: Ability to anticipate challenges and proactively develop solutions to improve operational processes.
Physical Stamina & Strength: The role requires physical stamina, strength, and the ability to perform strenuous tasks in a fast-paced environment. The candidate should be comfortable lifting and moving heavy materials (up to 50lbs), running short distances, staying on their feet for long periods, and responding to urgent situations swiftly.
Adaptability: Ability to work both indoors and outdoors, often in varying weather conditions, during high-pressure situations. Flexibility and a willingness to adapt to the evolving needs of the camp are essential.

ADDITIONAL QUALIFICATIONS:

Christian Faith: Committed Christian with a strong acceptance of the Bible as the infallible word of God, and a dedication to living and working according to Christian principles.
Interest in Ministry: Passion for serving in a Christian camp or ministry setting.
Interpersonal Skills: Personable with the ability to relate well to staff, guests, and campers.
Acceptance of Camp Policies: Willingness to uphold Shekinah Ranch Camp’s policies and responsibilities as outlined by the Campground Director.
Camp Ministry Experience: Training and/or experience in camp ministry.
Training Completion: Successful completion of summer staff training and certifications provided by Shekinah Ranch.
Leadership & Safety: Provide leadership during camp activities, ensure camper safety, and motivate participation.
Confidentiality: Strong commitment to maintaining confidentiality in all aspects of the role.
Travel: Ability to travel by automobile as necessary for the position.
Meeting Minutes: Attend and take minutes for summer staff meetings and quarterly BOD meetings.
Miscellaneous: Assist in other areas of camp operation that may arise for the ministry of Shekinah Ranch Camp


Job Description by Season:

JANUARY:

Tax Preparation:
Complete tax documents for CPA (Blissman/ Nannette Emanuele - nemanuele@greensburgcpa.com).
Reconcile QuickBooks, collect W-9s, and complete 1099 forms for any LLCs or businesses with payments over $600.
Prepare W-3 Employee Report and W-2 Employer Report.
Compile lists of all Board members, donor donations, donors contributing over $5,000, camper numbers, and employee statistics from the previous year.
Financial:
Pay yearly lease for the Borough’s signage lease ($300).
Collaborate with Camp Director over spring/summer projects; meet with contractors to discuss project details and financials, including down payments.
Recruitment:
Collaborate with the Program Director and Camp Director on recruitment efforts, finalize the theme for the upcoming summer.
Begin posting on free job boards (i.e., Indeed & Glassdoor). Direct applicants to Shekinah’s private camp application for interviews.

FEBRUARY:

Recruitment & Hiring:
Continue posting job openings and filtering candidates via free job boards.
Distribute flyers on local community boards.
Occasionally attend college fairs on behalf of or in conjunction with the Camp Director
Collaborate with Director for staff interviews and finalize candidate selections.
Fundraising:
Begin planning and organizing the Fundraising Banquet, including invitations, decor, and recruiting speakers.
Design and order promotional materials for the year (rack cards, business cards, flyers, etc.)
Apply for necessary licensing renewals (pool, kitchen, 501(c)(3) status).
Apply for grants (e.g., Walmart, WCCF).

MARCH:

Banquet Planning & Summer Program Development:
Assist the Director with developing the Discipleship and Day Camp schedules.
Schedule and prepare for spring projects, including calls and meetings with contractors.
Continue interviews and finalize staff hires.
Promote volunteer sign-ups at church and prepare for the upcoming summer season.
Complete insurance evaluation when it arrives.

APRIL:

Hiring & Program Finalization:
Finalize all hiring (if not already complete) and collaborate with the Program Director on the camp theme, program, and schedule.
Final preparations for the fundraising banquet (organizing venue layout, seating, tickets, and donations).
Communicate with new staff about training schedules and required paperwork.
Arrange for large equipment (e.g., port-a-potties) to be delivered in June.
Camp Advertising:
Advertise the camp at church over two Sunday mornings at Journey by Grace Church to recruit volunteers and staff.
Banquet Prep: Finalize banquet preparations, including purchasing supplies and sending Save The Dates.

MAY:

Roster & Staff Preparation:
Begin organizing camper rosters and cabin assignments for Day, Discipleship, and Overnight camps.
Contact camp parents for missing paperwork and balances (excluding campers on payroll plans).
Finalize supply orders with program directors.
Organize the storeroom and stock first-aid cabinets for staff.
Collaborate on finalizing the staff training manual and preparing training materials.
Communicate with new staff about training, packing for summer, and other last-minute details.
Hold occasional camp tours for prospective families.
Promote camp opportunities at church on two Sunday mornings.

JUNE & JULY: SUMMER CAMP PROGRAM

Camp Operations:
Continue to maintain QuickBooks and bookkeeping records.
Answer phone calls and emails from campers and parents.
Send weekly parent emails with updates on upcoming events and information for campers.
Update and maintain weekly camper rosters and cabin assignments.
Handle supply orders and track inventory.
Make bank deposits and manage camper/staff conflict resolution as needed.
Take on evening emergency duties, attend to camper/staff needs, and supervise showers when necessary.
Handle phone calls for grounds and camp maintenance (e.g., propane, cleaning help).
Lead clean-up prep for the end-of-summer church picnic.
Give tours of the campground to potential new campers.

AUGUST:

Post-Camp Operations:
Plan the next year’s camp schedule.
Update and launch Ultracamp registration and camp website with the new year’s dates.
Add pictures from the current summer season to the website.
Work with Camp Directors and staff on campground shut-down procedures.
Send out a camp wrap-up report to the Board of Directors.
Pack up and move the camp office to Journey by Grace Church (details TBD with Pastor Tom and Camp Director).

SEPTEMBER-DECEMBER:

Fall Wrap-Up & Planning:
Participate in camp-wide clean-up and winterization efforts.
Sign up for job fairs, equestrian events, and other opportunities to promote the camp (e.g., Grove City and Geneva camp fairs).
Continue with office maintenance, including phone calls, emails, registrations and Quickbooks management.
Collaborate with the Equine Director on off-season events such as birthday parties and group riding sessions.
Maintain social media presence and marketing efforts.
Continue seeking grants and writing proposals.
Plan and execute end-of-the-year meeting with BOD (Current year Profit and Loss reports, new year Budget Proposal, etc.)

WORK SCHEDULE w/ HOUSING PACKAGE

January-April = Full-time (40 hours/ wk)
May-July = Camp hours (Sunday-Friday, 60-70 hours /wk)
August = Full Time Campground close-up, JBG office move (40 hours/ wk)
September- December = Full-time (40 hours/ wk)

WORK SCHEDULE w/out HOUSING PACKAGE

January-April = Part-time (20 hours/ wk)
May-July = Full-Time Camp hours (Sunday-Friday, 40-50 hours/wk)
August = Campground close-up, Camp office ? JBG office move (20 hours/ wk)
September- December = Part-time (20 hours/ wk)

Administrative Director 2025 Compensation Package:

** All housing costs have been estimated based on the Charleroi area's current rental market, and the median utility costs for current Shekinah staff members living on the campground.

Employer-Provided Housing Value: Approx.$10,800/yr ($900 monthly value)

Employer-Provided Electric bill Value: Approx $2,700 /yr (monthly cap $350)

Additional utilities provided by Shekinah Ranch/: Water, Wi-Fi, Trash and Sewage

= Approx. $35,075 valued compensation package

Housing Package-

2 bed/ 1 bath modular home provided

- The Employer will cover the cost of any natural disaster (i.e. broken pipes) or major “unlivable” maintenance issues.
- The employee will be responsible for any esthetic or personal preference costs (which must be cleared by Shekinah Ranch Camp first), pest control, etc.
- The Administrative Director is granted 2 weeks of paid vacation (PTO)*** per calendar year (nontransferable year-to-year), 3 paid sick days (cannot be transferred as PTO), plus all holidays listed below.
*** Please note, that no vacation may be taken from March 1st through August 30th.

HOLIDAYS

Shekinah observes/grants the following holidays off for Full-time Exempt employees each year:

Good Friday
July 4th
Labor Day
Thanksgiving Day
Christmas Eve
Christmas Day
New Years Day
New Years Eve

All vacation times are subject to the approval of the Executive Director. If a holiday falls during a vacation period, the immediate supervisor may approve the scheduling of an additional day of vacation.

Vacation must be taken during the current calendar year. Vacation time will not accrue/transfer to the following year(s). It is helpful if Vacation requests are submitted to the Executive Director 30 days prior to the desired vacation start date. These requests should be submitted in writing.

*** Please note, that no vacation may be taken from March 1st - August 30th.

Job Types: Full-time / Part-time

Pay: $20,000.00 - $25,000.00 per year

Work Location: In person

Time:  Full-Time Year Round
Salary:  Paid
Category:  Assistant Director

Updated: 2/13/2025 1:48:37 PM