Oklahoma United Methodist Camps and Retreats

Job Description


POSITION:        Administrative Coordinator

REPORTS TO:    Executive Director



  • Committed Christian able to support OK United Methodist philosophy and policies and the vision and mission of camp ministry.
  • Capable of multi-tasking and prioritizing responsibilities with no supervision.
  • Able to deal effectively with multiple constituencies, including senior level leadership, clergy, board members, donors, parents, camp deans, differing philosophical or theological viewpoints, and vendors.
  • Highly organized and detail oriented.
  • Experience in customer service or related field, able to resolve problems and complaints diplomatically.
  • Experience with Microsoft Office, including Word, Excel, Access and Outlook. Ability to learn new software programs including accounting and camp registration packages.
  • Excellent written and spoken communication skills.


Finance and Billing

  • Process Site Billing and Income Packets: Receive, allocate and track income and expenses from sites from reception to processing in the accounting department
  • Ensure all bills have been coded properly
  • Reconcile funds as necessary with accounting office
  • Coordinate collections of outstanding balances at end of camp season
  • Generate check requests as needed and mail/process

Coordinate Donor Acknowledgements. Coordinate the timely acknowledgment of all donations to the ministry:

  • Receive and log all donations from individuals, organizations and foundations.
  • Ensure all contact information is current.
  • Inform Executive Director on a timely and regular basis of gifts received.
  • Generate gift acknowledgement letters for Executive Director to sign.

Maintain Camp Constituency Database. Ensure camp constituency database is current and accurate:

  • Generate missing data reports at planned intervals.
  • Gather missing data from the constituency.
  • Validate data on a regular basis.
  • Generate and track summary reports as requested.
  • Handle newsletter and brochure mailings.
  • Distribute promotional materials according to schedule.
  • Maintain up-to-date information regarding mailing guidelines and postal regulations.

Act as Camp Registrar. Coordinate and oversee all details related to camp and event registrations

  • Coordinate scheduling of camps
  • Assist in recruitment of Camp Deans
  • Utilize Camp Brain registration software to build season schedules, open and close registrations
  • Assist parents and deans with registration issues
  • Communicate with Camp Deans regarding capacities, prices, open/close dates

Coordinate Administrative Functions

  • Schedule meeting times and places and communicate those details to participants. Coordinate meals and logistics.
  • Communicate with Board members as needed regarding meeting times, locations or call-in details
  • Participate in and coordinate Leadership Team meetings
  • Attend all board meetings and serve as assistant secretary, taking notes, transcribing and forwarding by email to Secretary.

Coordinate Communications

  • Manage Social Media messaging
  • Interact with Graphic Artists to ensure quality product(s) and timely delivery
  • Interact with Communications Department regarding camp-related newsworthy articles and messaging
  • Manage website content, ensuring up-to-date content and structure
  • Leverage conference relationships appropriately to accomplish specialized tasks and projects

General Duties

  • Maintain a Christian, customer-service oriented work atmosphere.
  • Flexibility in responding to constant change
  • Keep main office clean, orderly
  • Keep office supplies and storage areas inventoried and orderly
  • Develop and operate from standards of performance
  • Improve skills as needed
  • Greet camp visitors
  • Coordinate and update telephone messaging system
  • Maintain strict standards of confidentiality
  • Cultivate good working relationships with all workers in the Ministry Center
  • Ability to think strategically and implement operationally


Making Disciples of Jesus Christ for the Transformation of the World

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1501 N.W. 24th St.
Oklahoma City, OK 73106-3635
Phone: 405-530-2000

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