Administrative and Programs Coordinator

This role balances administrative duties with planning and supporting spiritual and camp programs. 

The Admin and Programs Coordinator plays a key role in the day-to-day operations and ministry of Maple Grove Christian Retreat Centre. 

This full-time position combines administrative support, guest services, and seasonal program coordination. The ideal candidate is detail-oriented, people-focused, and passionate about using their gifts to support a Christ-centered camping and retreat environment. This individual will be the first point of contact for many campers, guests, and groups and will help facilitate meaningful experiences that reflect the love and peace of Christ.

Key Responsibilities Administrative Duties: 

• Manage emails, phone calls, calendars, and general correspondence for the office, and for the Executive Director when required.
• Handle bookings and inquiries for cabin, tent, and RV rentals. 
• Maintain accurate records of camper registrations, payments, medical info, and staff/ volunteer files.
• Assist with billing, payments, and financial recordkeeping in coordination with the Executive Director or Bookkeeper.
• Receive all payments and enter onto formatted Spreadsheets as per Colour (Purple - Etransfers, Pink - Credit/Debit Cards, Blue - Cash & Cheque Bank Deposits, Green - Square, Orange - Tithely)
• Charge Lot leaseholder credit cards monthly.
• Coordinate facility schedules and assist with logistical planning for rentals and hosted camps. 
• Support hiring, onboarding, and scheduling of seasonal staff and volunteers. 
• Order and organize office and program supplies. 
• Maintain a welcoming and organized office environment. 

Program Coordination:

• Work with the Executive Director to design and implement seasonal camp schedules for children, youth, and adults. 
• Assist with digital forms and media to support program marketing 
• Use all digital feedback to build and maintain a central database
• Assist with recruitment, training, and supervision of program volunteers and leaders. 
• Ensure program activities align with Christian values, camp goals, and safety standards.
• Coordinate devotionals, program sessions, and recreational activities with appropriate leaders. 
• Monitor and evaluate programs to ensure quality and spiritual impact. 
• Liaise with guest groups to support their program needs while on-site, ensuring that they meet the Executive Director during their stay.

 Communication and Outreach: 

• Maintain the camp's website, email newsletter, and social media accounts with up-to-date information and engaging content. 
• Help create brochures, flyers, and promotional materials.
• Represent the camp at ministry fairs, church events, and community engagements as needed.

Qualifications:

• A committed follower of Jesus Christ with a heart for ministry and service. 
• Strong organizational and time management skills. 
• Excellent written and verbal communication. Experience in administration and/or program coordination (camp or ministry experience is an asset). 
• Comfortable with Microsoft Office, Google Workspace, and camp management software. 
• Able to work independently and as part of a team.
• Flexibility to work occasional weekends, evenings, and during peak seasons. Spiritual and Cultural Expectations 
• Represent the love and truth of Jesus in all interactions. 
• Pray with and for staff, campers, and guests as needed. 
• Contribute to a Christ-centered atmosphere of hospitality, encouragement, and joy. 

Preferred Skills & Experience: 

• Experience in Christian camping, church administration, or nonprofit program coordination. 
• Familiarity with child protection/safe ministry policies and procedures.
• Knowledge of social media and communication tools for ministry promotion. 
• Graphic design or website management experience is a bonus.