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Camping Program Committee

Camping Program Manager Job Description

Baltimore Yearly Meeting Position Description

Camping Program Manager

Reports to:                General Secretary

Direct Reports:         Camp Directors

FLSA Status:              Exempt

Approved by:            Camping Program Committee - 09/12/2020

Approved by:            Supervisory Committee - 09/14/20

SUMMARY: The Baltimore Yearly Meeting Camping Program is a religious education program carried out in a diverse inclusive community in an outdoor setting. The Baltimore Yearly Meeting Camping Program Manager, with the oversight and assistance of the Camping Program Committee (CPC), is responsible for the Yearly Meeting’s camp programs, which provide a summer camping experience for 500-600 young people aged 9-17 each year.

The Camping Program Manager engages in the ministry of empowering BYM workers, campers and work grantees to safely work, play, learn and worship in a creative spiritual community. The Camping Program Manager directly supervises the Camp Directors of Catoctin Quaker Camp, Shiloh Quaker Camp, Opequon Quaker Camp, and Teen Adventure Quaker Camp. The Camping Program Manager works closely with the Camp Property Manager, the Camp Directors, and other camp staff. The Camping Program Manager implements the goals, directions and policies set by the Camping Program Committee for the successful annual operation of the camp program.

The Camping Program Manager cultivates inclusiveness across the camping program with particular attention to young adults, people of color, people of diverse socioeconomic backgrounds, and people of diverse sexual orientations and gender identities. The Camping Program Manger provides leadership to camp staff to create a safe place for all campers and staff, takes steps to ensure that all elements of camp programs are safe for all participants, and investigates any incidents that may occur. The Camping Program Manager applies the tests of BYM’s Anti-Racist Declaration to all aspects of the Camping Program.

The Camping Program Manager is responsible to and is directly supervised by the General Secretary. Among other key duties, the Camping Program Manager supervises the Camp Directors, coordinates all seasonal personnel (currently over 120), and manages the work grant program for all adult volunteers (currently over 120). A number of supervisory duties continue throughout the non-camping seasons.

DUTIES AND RESPONSIBILITIES include the following:

Financial Management:

  • Responsible for financial management of the program budget which is currently just over $1 million annually.
  • Prepares and implements program budget.
  • Consults regularly with the Camp Property Manager regarding development and maintenance of facilities.
  • Keeps personnel and program on track financially, monitoring expenses and income regularly and making necessary changes.
  • Consults with the General Secretary and Stewardship and Finance Committee on budgetary needs and changes as they occur.
  • Proposes fees to the Camp Program Committee and manages income to provide for the camp programs, payment of all camp staff, and the majority of annual operating budget of the camp properties.
  • Responsible for managing receivables of the camps (currently around $900,000)
  • Manages financial assistance to campers and work grantees.

Risk Management:

  • Manages the safety of the Camping Program, making sure the program meets accepted industry practices and follows BYM policies and procedures.
  • Stays abreast of current laws and regulations pertaining to camp management making sure all camps and the Yearly Meeting follow all applicable laws and regulations pertaining to camps, including County, State, and Federal laws and permitting.
  • Works closely with the General Secretary and the Camp Property Manager to make sure that insurance coverage is adequate and claims are filed appropriately.
  • Recommends policy changes to CPC and implements changes approved by CPC.
  • Serves on call as the emergency contact for camp personnel, 24 hours a day, 7 days a week when camp is in session.
  • Works with Directors and Camp Staff to manage emerging situations with campers, staff and families that require care and consideration of a professional nature. This requires knowledge of applicable laws and about when to seek outside expert advice from professionals such as psychologists and lawyers.
  • Implements the BYM Youth Safety Policy and makes sure Camp Programs follow this policy, including all required background checking and reference checking of staff and volunteers.
  • Serves on Youth Safety Policy Working Group
  • Recommends policy changes to the Youth Safety Policy Working Group and implements changes approved by the working group.
  • Develops and maintains a crisis management plan, and sees that the staff is trained in it each season.
  • Maintains all essential records relating to health and safety standards, keeping appropriate information for the required period.

Personnel Management:

  • Supervises and evaluates all Camp Directors
  • Implements personnel policies and procedures for camp staff
  • Manages payroll of camp staff
  • Manages and schedules training of camp staff
  • Makes sure staff complete all required HR paperwork
  • Keeps HR paperwork appropriately filed

Committee Management:

  • Works with the CPC to set goals, both annual and long range, for the Camping Programs, and then implements these goals
  • Works with the CPC to set policy and procedures that guide the program in curriculum, safety, marketing, and programming
  • Works with the Clerks of the CPC to set agendas and keep the Committee on track in annual and long range projects

Marketing and Communications:

  • Primary spokesperson of the Camping Program to current and potential camping families, parents and work grantees, and to the Yearly Meeting
  • Recruits campers and camper families
  • Enrolls campers and camper family work grant volunteers
  • Creates marketing materials, which can include:
    • Print ads for glossy and black and white magazines and newspapers
    • Brochures
    • Radio advertising
    • Creates camp logo designs
    • T-shirts and other swag
  • Responsible for all publications of the Camping Program with production assistance from office staff
    • Annual newsletter, the Firecircle
    • Articles and announcements for the Interchange
    • News from Camp e-newsletter, 3 times per summer
    • Camper handbooks including information on equipment, rules, and other necessary parent/camper information
  • Creates and maintains the BYM Camps website
    • Hires and supervises contractors for web design, maintenance, and security
    • Maintains current information
    • Makes changes regularly to keep content fresh
    • Overhauls the website as necessary to keep up with current standards
  • Manages BYM Camps’ social media presence
  • Implements and interprets annual evaluation of Camping Program by staff, campers, work granters, and camper families, and responds to evaluative suggestions
  • Manages the online registration database system for all campers and workers, and is responsible for maintenance and improvements, working with the vendor.
  • Transmits current–year database information to the appropriate staff person at the end of the season for inclusion in the BYM member/camp alumni database

Team Work:

  • The Camping Program Manager works closely with other employees and programs of the Yearly Meeting
    • STRIDE – works with STRIDE coordinator to make sure STRIDE campers are enrolled, paperwork is completed, and to schedule STRIDE coordinator work with the camp staff (trainings on site, visits).
    • Camp Property – works closely with Camp Property Manager to make sure camps are safe and prepared for summer season, as well as determining priorities for property improvements and projects.
    • Development – consults with the Development Director to establish goals for fundraising and works with Development to meet those goals.
    • Comptroller – works with Comptroller to provide budget in timely fashion, set best practices for financial matters that pertain to the camp, and improve bookkeeping of each camp, work with Directors and Comptroller to pay staff and make sure they get their pay and associated forms annually.
    • Youth Programs Manager – works with the Youth Programs Manager to strengthen the relationship between all programs that impact youth in the Yearly Meeting.
    • Helps work with other YM staff and Program Committee to make sure Annual Session is a successful endeavor

QUALIFICATIONS: The Camping Program Manager must be a self-starter who can work with minimal oversight and guidance. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Demonstrated experience in management and supervision
  • Demonstrated experience working with people of diverse backgrounds and ages
  • Demonstrated experience in program design and implementation
  • Knowledge of word processing, web design, desktop publishing, and database management
  • Strong organizational skills
  • Good interpersonal and written communication skills
  • Knowledge and experience in developing and implementing budgets
  • Knowledge of Quaker faith and practice and of Quaker business process

REQUIREMENTS

  • A background check conducted by BYM is required for employment
  • Ability to work weekends and to travel overnight
  • Attendance and work at Annual Session is required
  • Visiting the camping program sites is required
  • MD State and FBI fingerprint check on file with the MD Department of Mental Health and Hygiene to oversee the background check program for Catoctin employees

SALARY AND BENEFITS: Baltimore Yearly Meeting endeavors to provide salaries and benefits in line with those of other non-profit positions in the Washington metropolitan area. The salary for this position is commensurate with qualifications and experience. Benefits include: health and dental coverage; long-term disability insurance; term life insurance; eleven paid holidays; annual, personal, medical, maternity/paternity and adoption, and sabbatical leaves; retirement contribution.

NON-DISCRIMINATION: Baltimore Yearly Meeting, as a spiritual community, seeks to welcome all in participation of programs and in employment. The Yearly Meeting is an equal opportunity employer and does not discriminate in hiring based on race, gender, sexual orientation, disability, marital status, age, or national origin. The Yearly Meeting affirms the right of all individuals, including transgender, genderqueer and questioning young people and adults, to understand and express themselves with authenticity and integrity, both inwardly and outwardly. We affirm a policy of compassion and inclusion in all programs sponsored by BYM, including the Youth Program and Camping Program.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

WORK ENVIRONMENT: Baltimore Yearly Meeting has a relatively small staff and depends heavily upon volunteers and committee members to accomplish its work. All staff members are expected to work cooperatively with volunteers and committee members.

The BYM office building and grounds are smoke, drug, alcohol and weapon free.

This document describes the position currently available. It is not an employment contract. Baltimore Yearly Meeting reserves the right to modify job duties or job descriptions at any time.

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