Part Time -Administrative Assistant 2pm to 6pm

Smart Fit Kids • Part-time • Severna Park, MD, US • $16 - $20 / hour • 2w ago

Administrative Assistant – Camp and Child Care Operations

Position Summary

We are seeking a highly organized, detail-oriented, and technology-savvy Administrative Assistant to support camp operations and administration. This position is responsible for organizing paperwork, managing and analyzing camp data, creating and maintaining forms and records, developing procedures, and ensuring all administrative and operational requirements are completed before and during camp and programming sessions.

The ideal candidate is proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment. They demonstrate a strong sense of urgency, take ownership of responsibilities, consistently meet deadlines, and see projects through to completion. This role requires extensive use of Excel, Google Sheets, Google Workspace, and digital tools to improve efficiency, automate processes, and maintain accurate records.

Key Responsibilities

Administrative Support

Organize, maintain, and manage all camp-related paperwork, records, and documentation.
Ensure all administrative materials are complete, accurate, and readily accessible.
Support daily office and camp administrative operations.
Track deadlines and monitor completion of required documentation and tasks.
Manage digital and physical filing systems.

Camp & Child Care Operations Preparation

Ensure all forms, registrations, permissions, waivers, and operational documents are prepared and completed prior to camp start dates.
Create, maintain, and manage participant sign-in/sign-out procedures and systems.
Develop and maintain emergency contact records and related documentation.
Ensure all required paperwork is completed accurately and on time.
Coordinate administrative readiness to ensure camps are fully prepared and operational.

Data Management & Analysis

Collect, organize, maintain, and analyze camp participation and operational data.
Create reports, dashboards, spreadsheets, and summaries using Excel and Google Sheets.
Monitor data accuracy and identify trends, issues, and opportunities for improvement.
Generate reports to support management decision-making and planning.

Process Development & Automation

Develop, document, and maintain administrative procedures and workflows.
Create standardized forms, templates, checklists, and operating procedures.
Automate administrative processes using Excel formulas, Google Sheets, Google Forms, and other technology tools.
Streamline registration, attendance tracking, document collection, reporting, and communication processes.
Continuously identify opportunities to improve efficiency and reduce manual administrative work.

Technology & Systems Management

Utilize Microsoft Excel, Google Sheets, Google Docs, Google Forms, Google Drive, Google Calendar, and other Google Workspace applications extensively.
Create and maintain databases, tracking systems, automated reports, and digital workflows.
Manage electronic recordkeeping systems and cloud-based document storage.
Learn and implement new software and technologies as needed to support operations.
Troubleshoot basic technology and software issues independently.

Qualifications

Required Qualifications

Strong organizational, administrative, and time-management skills.
Advanced proficiency in Microsoft Excel and Google Sheets.
Proficiency with Google Workspace (Docs, Sheets, Forms, Drive, Calendar, and Gmail).
Experience creating reports, spreadsheets, forms, and tracking systems.
Strong analytical and problem-solving skills.
Ability to manage multiple projects and competing priorities simultaneously.
Excellent written and verbal communication skills.
High level of accuracy and attention to detail.
Ability to work independently and take initiative.
Demonstrated ability to meet deadlines and complete projects on schedule.

Preferred Qualifications

Experience with workflow automation tools such as Zapier, Make, Microsoft Power Automate, or similar platforms.
Experience with databases, registration systems, CRM platforms, or participant management software.
Experience supporting camps, educational programs, youth programs, recreation programs, or similar organizations.
Experience creating dashboards and automated reporting systems.
Familiarity with AI-powered productivity tools and digital workflow solutions.

Key Competencies

Demonstrates a strong sense of urgency and responds promptly to priorities and time-sensitive tasks.
Consistently meets deadlines and manages multiple responsibilities effectively.
Takes ownership of assignments and sees tasks through to successful completion.
Works efficiently while maintaining accuracy and attention to detail.
Requires minimal supervision and follows through on commitments.
Effectively prioritizes workload and adjusts to changing priorities.
Proactively identifies problems and implements solutions.
Continuously seeks opportunities to improve processes and increase efficiency.
Comfortable learning and utilizing new technologies and software platforms.
Maintains a professional, positive, and service-oriented attitude.

Desired Candidate Profile

The successful candidate is highly organized, technology-driven, and results-oriented. They possess a strong work ethic, excellent time-management skills, and the ability to manage multiple deadlines in a fast-paced environment. They are proactive in identifying what needs to be done, take ownership of their responsibilities, and consistently ensure projects, paperwork, reports, and operational requirements are completed accurately, efficiently, and on time. They leverage technology to streamline processes, automate repetitive tasks, and improve overall organizational effectiveness.

Pay: $16.00 - $20.00 per hour

Application Question(s):

Hiring Rubric – Administrative Assistant (Camp & Childcare Operations)

Scoring Scale (Use for Each Category)
5 = Excellent (Strong, proven experience; exceeds expectations)
4 = Good (Solid experience; fully meets requirements)
3 = Acceptable (Some experience; may need training)
2 = Weak (Limited experience; major gaps)
1 = Poor (No relevant experience)