Conference and Retreat Coordinator - Camp Casey

The YMCA of Snohomish County provides jobs and careers with a cause. Every day, the Y makes a lasting impression in our communities through youth development, healthy living and social responsibility. Our unique work environment constantly changes to adapt to the needs of our communities. We are a non-profit, in the people business. This means that we help members meet a fitness or ability goal, see that children thrive in our child care programs, encourage family togetherness, and give youth an opportunity to learn life skills through water safety, sports, and teen programming.

Location: YMCA Camp Casey, 1276 Engle Rd, Coupeville, WA 98239

This is a Full-Time, hourly position located at YMCA Camp Casey on Whidbey Island.

For nearly 70 years, Camp Casey has been a gathering place for retreats, athletic training, educational programs, and moments of quiet reflection. While Seattle Pacific University has long cared for this special property, we’re proud to continue its legacy through the YMCA’s mission of youth development, healthy living, and social responsibility for all.

YMCA Camp Casey will offer year-round, transformative programming for the Whidbey Island, Puget Sound, and Pacific Northwest communities. This includes camp programs, environmental education, leadership development, group rentals, and more. As a valuable regional asset, YMCA Camp Casey will expand its offerings to benefit local families, schools, and organizations alike.

Come join our team during this exciting time at YMCA Camp Casey!

Position Summary:

The Conference and Retreat Coordinator at YMCA Camp Casey manages guest communication, financial transactions, and logistics, ensuring a seamless guest experience from booking to departure. This position provides office coverage Monday – Friday.  These services are provided in a professional, efficient, and accurate manner to ensure a positive customer experience creating a safe, positive and inclusive atmosphere that promotes participant safety and engagement in accordance with YMCA policies, practices and procedures.

Job Duties/Responsibilities:

Responsibilities, Accountabilities, and Competencies; May not include all duties of this job

• Daily activities include the following: communication with prospective and current guests; process all voicemail, email, and USPS mail; utilize word processing and spreadsheet software; maintain document storage relevant to the incumbent’s tasks. Utilize conference services software system and other software systems, as duties require.
• Participate in required meetings.
• Create positive interactions with customers prior, during, and after their stay at Camp Casey over the phone, email, or in person.
• Assist with check-in and check-out of facilities with customer group leaders, walking through buildings and inspecting for damages.
• Balance, transmit, and process cash, check, and online payment transactions daily. Deposit cash and checks at bank according to schedule.
• Gather all contractual information concerning non-profit status, insurance coverage, facilities, technology, equipment needs, lodging and food services. Organize necessary data for all guest arrival in software system in preparation of arrival paperwork.
• Maintain voicemail system.
• Coordinate with Casey Food Service Provider regarding meal service for on-site guests.
• Prepare client data for invoices in the YMCA software system for YMCA Camp Casey.
• Ensure program operates within budget and that program fees are collected.
• Assure compliance with state and local regulations as they relate to program areas.
• Ensure YMCA program standards are met and safety procedures followed.
• Provide for upkeep of assigned program facilities and equipment.
• Maintain relationships with parent groups and other organizations and agencies related to assigned programs.
• Assist in YMCA fund raising activities.
• Assist with Program Committee meetings.
• Assist in the marketing and distribution of program information.
• Compile program statistics.
• Monitor and evaluate the effectiveness of and participation in program.
• Perform other duties as assigned.

Qualifications:  

• Strong customer service skills and ability to work independently
• Experience working with individuals, families and communities of diverse backgrounds and abilities
• Strong computer skills and experience with standard business software
• Strong professional written and verbal communication skills
• Fluency in second language desired
• Possesses Washington State Drivers License

Y Culture:

• Build relationships with a diverse membership base in culturally responsive ways, connect members with one another and to the YMCA
• Exhibit Caring, Honesty, Respect and Responsibility
• Complete required training and certifications within established guidelines
• Arrive on time ready for shift, clock in/out within timekeeping system

Embrace Team Leader Core Competencies

    Mission Advancement:

• Models and teaches the Y’s values
• Ensures a high level of service with a commitment to improving lives
• Provides volunteers with orientation, training, development, and recognition
• Cultivates relationships to support fundraising

    Collaboration:

• Champions inclusion activities, strategies, and initiatives
• Builds relationships to create small communities
• Empathetically listens and communicates for understanding when negotiating and dealing with conflict
• Effectively tailors communications to the appropriate audience
• Provides staff with feedback, coaching, guidance and support

    Operational Effectiveness: 

• Provides others with frameworks for making decisions
• Conducts prototypes to support the launching of programs and activities
• Develops plans and manages best practices through engagement of team
• Effectively creates and manages budgets
• Holds staff accountable for high-quality results using a formal process to measure progress

    Personal Growth:

• Shares new insights
• Facilitates change; models adaptability and an awareness of the impact of change
• Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance
• Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology

Physical and Mental Demands:  The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. 

Physical Demands:

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Sufficient strength, agility and mobility to perform essential functions of position and to safely supervise program activities. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; may use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with members, staff, volunteers, and others encountered in the course of work, some of whom may be dissatisfied individuals.

Working Conditions:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Typically interaction with others is busy, constant and occasionally interruptive. Work may be demanding at times. May require ability to work irregular hours. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job descriptions represent a general outline of job duties, functions and qualifications. They are not intended to be comprehensive in nature. In addition, jobs evolve over time and therefore their description may not reflect the precise nature of the position at a given point in time.