26-27 Assistant Director of Auxiliary Programs
26-27 Assistant Director of Auxiliary Programs
School: St. Martin's Episcopal School
Available Position: Administrator
Description:
Assistant Director of Auxiliary Programs
Position Summary
The Assistant Director of Auxiliary Programs supports the planning, coordination, and daily operation of St. Martin’s Auxiliary Programs, including Summer Camp, Explorers (after-school care), Enrichment, Intramurals, Holiday Camps, Staff Camps, and specialty programs. This role blends program leadership, operational oversight, customer service, enrollment systems management, and vendor coordination to ensure safe, engaging, and well-run programming year-round.
During the summer, the Assistant Director serves as the on-site Director of Summer Camp. During the academic year, the role shifts to supporting Explorers, enrichment programming, intramurals, holiday camps, and specialty offerings in collaboration with internal staff, external vendors, and families.
Essential Duties & Responsibilities
Summer Camp Operations & Leadership
Serve as on-site Director for the full eight-week Summer Camp program.
Oversee daily camp operations, including check-in/check-out, carpool, transitions, supervision, and activity areas.
Conduct routine campus walk-throughs to ensure appropriate staffing, materials, and program readiness.
Respond to urgent issues such as injuries, illnesses, staffing gaps, schedule or room changes.
Monitor and evaluate vendors to ensure quality programming and compliance with school policies.
Support counselor supervision, discipline, and parent communication as needed.
Registrar & Data Management (CampBrain)
Enter and maintain all summer camp offerings, pricing, and after-camp options.
Manage online registration, including additions, cancellations, refunds, and waitlists.
Generate weekly rosters, name tags, and master check-in/check-out lists.
Ensure accuracy of offerings, capacities, pricing, and camper data.
Program Support & Logistics
Coordinate room setup and breakdown, snack organization, and lunch orders.
Maintain accurate camper information, including allergies, dietary restrictions, and health concerns.
Provide front desk coverage and on-site customer service support.
Enrichment, Intramurals, Groups & Clubs (Year-Round)
Program Setup & Vendor Management
Identify, recruit, onboard, and support internal and external enrichment vendors.
Coordinate contracts and ensure completion of all required vendor documentation.
Reserve appropriate rooms and facilities aligned with school schedules.
Monitor vendor performance for quality, engagement, safety, and policy compliance.
Enrollment & Data Management (CampBrain & Blackbaud)
Enter all enrichment, intramural, club, and group offerings into CampBrain.
Maintain master rosters in Blackbaud for reporting, room assignments, and staff access.
Update rosters and schedules daily based on enrollment changes.
Produce program reports and rosters for after-school and summer programming.
Financial Coordination
Track vendor invoices and payments in collaboration with the Business Office.
Monitor enrollment trends and registration revenue.
Support Explorers billing cycles and vendor payment processing.
Holiday Camps, Staff Camps & Specialty Programs
Manage registration, communication, and on-site leadership for Holiday Camps, Staff Camps, and specialty programs.
Coordinate vendors, schedules, room assignments, and staffing.
Ensure programs align with school standards, safety requirements, and family expectations.
Communication
Maintain clear, timely communication with families, teachers, counselors, vendors, kitchen staff, and administrators.
Send weekly welcome letters to summer camp families.
Notify families of schedule changes, cancellations, or behavioral concerns.
Serve as a liaison between school leadership, families, and external partners.
Customer Service & Administrative Support
Assist families with registration, account questions, refunds, and after-camp options.
Provide front desk and administrative support during summer and school-year programs.
Respond calmly and effectively to last-minute changes, staffing gaps, injuries, or customer concerns.
Core Competencies
Program & Event Coordination
Customer Service Excellence
Operational & Logistical Planning
Vendor & Relationship Management
Data Management & Accuracy
Communication & Collaboration
Problem Solving & Adaptability
Qualifications
Bachelor’s degree preferred
Experience in education, recreation, youth programming, summer camps, or after-school programs required
CampBrain and Blackbaud experience strongly preferred
Knowledge, Skills & Abilities:
Strong organizational, communication, customer service, and multitasking skills
CPR/First Aid certification required (or willingness to obtain); Bright from the Start (BFTS) compliance required
Working knowledge of youth programming, summer camps, after-school care, enrichment programs, and auxiliary school operations.
Understanding of child safety practices, supervision standards, and risk management in educational and recreational settings.
Familiarity with registration systems, databases, and enrollment management processes (CampBrain and Blackbaud strongly preferred).
Awareness of vendor management practices, including contracts, compliance documentation, and program evaluation.
Basic understanding of billing processes, revenue tracking, and collaboration with a Business Office.
Knowledge of school environments and the rhythms of academic-year and summer programming.
Attributes
Calm under pressure
Highly organized and detail-oriented
Approachable and service-minded
Flexible and solutions-focused
Collaborative team player
Strong follow-through and accountability
Supervisory Responsibilities
Provides on-site leadership and guidance to seasonal camp staff and program facilitators; no direct year-round supervisory responsibilities.
Work Schedule & FLSA Status
This is a 12-month position that follows the School’s academic and summer camps calendars. The positions will adhere to typical working hours during the academic year, Monday–Friday, 7:30 a.m. - 4:00 p.m. Working hours could vary seasonally and include extended on-site hours during Summer Camp and Auxiliary program operations. The position joins our administrative staff as a full-time and benefits-eligible employee. The role is salaried and exempt per FLSA guidelines.
Physical Requirements
Primarily office- and campus-based with frequent walking; ability to stand for extended periods, move throughout campus, and occasionally lift up to 25–50 lbs related to program materials or event setup. In compliance with ADA requirements, reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
How to Apply
Interested candidates should apply online at:
https://www.stmartinschool.org/about/employment
Additional Responsibilities
The statements in this job description are intended to represent the key duties, essential nature, and level of work being performed. They are not intended to be all the job's responsibilities or qualifications. Other duties may be assigned by the direct supervisor and/or the Head of School. All employees are expected to support the mission and vision statements of St. Martin’s Episcopal School and to contribute to the overall life of the School.
Contact name: Mark McDaniel
Contact email address: mmcdaniel@stmartinschool.org