Camp Administrator

The Yael Foundation is a philanthropic fund driven by the conviction that all Jewish children, irrespective of their geographic location or community size, should have access to high-quality Jewish and general education.

Role Overview

The Camp Administrator is the organizational backbone of Yael Camp, owning end-to-end administrative and logistical operations for campers and staff from pre-camp application through post-camp debrief. Managing over 600 campers from 25+ countries and 70+ partner schools, along with hundreds of staff members, this demanding role requires exceptional organizational skills, meticulous attention to detail, and top-tier relationship and communication skills.

Key Responsibilities

1. Camper Application & Registration

• Oversee the end-to-end application pipeline: distribute registration links to partner schools, track incoming applications, and maintain real-time database records.
• Review applications against acceptance criteria (passports, behavioral reports, medical forms, school allocations) and coordinate decisions with the Camp Director.
• Track registration fees, manage scholarship requests, and systematically follow up on outstanding medical, dietary, travel, and consent forms.

2. Parent & Family Communication

• Pre-Camp: Serve as the primary external contact for families, issuing info packs, travel details, and briefing school chaperones.
• During Camp: Manage parent channels (WhatsApp/email), coordinate daily updates with the Program and Social Media teams, and triage queries or welfare issues.
• Post-Camp: Manage post-camp communications, compile feedback surveys, and handle lost property or follow-ups.

3. Staff Logistics & Administration

• Issue contracts, collect required staff documentation (travel, dietary, rooming, emergency contacts), and assign lodging.
• Partner with the Travel Agent to manage staff flight bookings, itineraries, and last-minute travel modifications (early departures/late arrivals).
• Serve as the on-site point of contact for staff logistical needs (welfare/performance issues are handled by the Head Counselor).

4. Manifests & Documentation

• Build and maintain real-time Master Camper and Staff Manifests.
• Generate flight arrival/departure manifests for the Head of Operations at least 24 hours in advance.
• Produce verified printed bunk and bus lists 24 hours prior to every major trip or event.

5. Travel Coordination & Vendor Management

• Supervise the Travel Agent/Flights Coordinator, reviewing and approving all flight booking confirmations based on verified participant data.
• Support registration and flight coordination for the foundation's Annual Summit.

Ideal Candidate Qualifications

• Experience: Background in administration, project coordination, or camp/event logistics. We prioritize exceptional organizational ability, high energy, and execution over years of experience.
• Skills: Exceptional organization, high capacity for parallel workflows (600+ campers, 100+ staff), and meticulous attention to detail under pressure.
• Communication: Empathetic and reassuring with parents; clear, efficient, and proactive with internal teams.
• Languages: English and Hebrew essential; additional languages are a strong advantage.
• Availability: Willingness to travel and remain on-site for the full duration of camp.