About this position
Every year, over 500 children experience the "magic" of Austin Sunshine Camps (ASC) at no cost to their families. But before the first campfire is lit, a complex web of enrollment, data integrity, and grant compliance must be perfectly executed. We are looking for a Programs Administrator—a systems thinker and compassionate communicator who will serve as the backbone of our program operations, ensuring that every eligible child has a seat at the table (and a spot in the cabin).
Your Impact
Mastery of the Enrollment Journey
- Serve as the primary registrar and the welcoming voice for ASC families via phone, email, and text.
- Architect and manage our enrollment databases, ensuring the application process is seamless for families and the data is pristine for our team.
- Own the lifecycle of a camper's journey: from initial application and eligibility verification to waitlist management and final reporting.
- Track camper participation, demographics, and eligibility requirements.
- Manage waitlists, cancellations, and enrollment communications with families.
- Generate enrollment reports and data summaries for the Programs team and leadership.
Grant Stewardship & Financial Compliance
- Bridge the gap between Programs and Finance by ensuring restricted grant funds are coded accurately and spent effectively.
- Maintain "audit-ready" records, tracking participation and demographics to satisfy our commitment to our generous donors.
- Collaborate with the Finance team to reconcile program data with monthly invoices and financial reports.
- Track participation and participant eligibility for grant-funded programs.
- Reconcile program participation data with financial records to ensure accuracy.
Operational Excellence
- Support the Chief Programs Officer in scaling our operations as we grow.
- Develop internal protocols that make our administrative engine run faster and smoother.
Who You Are
- A Systems Specialist: You have 3+ years of experience in nonprofit operations, registrar roles, or grant administration. You love spreadsheets and clean data.
- A Compassionate Communicator: You can explain complex eligibility requirements to a parent with empathy and clarity.
- Detail-Obsessed: You spot a data discrepancy from a mile away and take pride in "getting it right the first time." You have the ability to manage documentation, compliance processes, and reporting requirements.
- Mission-Driven: You believe cost should never be a barrier to a child’s growth.
- Tech-Fluent: Proficient in Google Workspace and experienced with enrollment or CRM databases.
Requirements
- Must have reliable transportation for travel between Zilker Park, Lake Travis, and Kyle.
- Willingness to support camp programming on-site (Ropes Course certification provided!).