What are the responsibilities and job description for the Business Manager position at Happy Hollow Children's Camp?
Organization Overview: Since 1951, Happy Hollow Children’s Camp, Inc. has been providing transformative camping experiences for children ages 7-17 at our beautiful facilities in Brown County, Indiana. Our primary focus is offering an overnight summer camp for children from Marion County, with over 95% of campers coming from families at or below the poverty level. Families pay only a modest fee for their child’s week at camp, making this opportunity accessible to those who need it most. In addition to our summer programming, we also offer specialized camps for children with a variety of special needs, as well as outdoor education programs during the school year, and we host rental groups year-round.
Position Purpose: The Business Manager plays a critical role in ensuring the smooth and efficient operation of Happy Hollow Children’s Camp’s administrative functions. This position serves as the central point of contact for parents, campers, volunteers, staff, groups, and vendors, fostering positive relationships through clear and professional communication. By managing office processes, supporting organizational needs, and maintaining essential administrative functions, the Business Manager contributes to a well-organized and welcoming environment that enables the camp to fulfill its mission effectively.
Essential Job Functions:
Administrative & Office Management
-Provide administrative support to the Happy Hollow team.
-Assist the Executive Director with calendar management, scheduling, board meeting preparation, and other tasks.
-Support the Development Department with event coordination, donor relations, and fundraising campaigns, including maintaining accurate records in the donor management system.
-Assist the Program Department with camper registration software setup, parent materials, and camp promotion efforts.
-Record and distribute staff meeting minutes, maintain internal systems and processes, and recommend improvements for operational efficiency.
-Answer phone calls and emails, directing them appropriately.
-Organize office supplies and maintain the Indianapolis front office.
-Maintain and update HR files, vendor contracts, and purchasing records.
Customer Service & Camp Operations
-Manage customer service and communication with camp families, community partners, and vendors.
-Oversee the camper registration process through CampWise.
-Manage camper check-in and check-out for all sessions, including on-site presence for five weeks of Sundays (check-in) and Fridays (check-out) during the summer.
Human Resources Support
-Administer the hiring process for full-time, part-time and seasonal staff, ensuring all necessary paperwork and background checks are completed.
-Coordinate part-time and seasonal staff payroll with a third-party payroll provider.
-Work with insurance vendors and payroll providers to ensure accuracy in benefits and payments.
Financial Management
-Preferred: Experience with QuickBooks Online for financial record-keeping and reporting.
-Manage rental group invoices and payments.
-Assist in preparing budgets, variance reports, and financial forecasts.
-Work with the accountant or account manager to make bank deposits and maintain financial records.
-Oversee purchasing and ensure cost-efficient operations.
Other Job Responsibilities:
-Attend year-round and seasonal staff meetings.
-Maintain clear and positive written and verbal communication with staff, customers, and vendors.
-Serve on board committees and task forces as designated.
-Perform other duties as assigned by the supervisor.
Job Requirements:
-Significant experience in a business or office setting OR a bachelor’s degree in business administration.
-Preferred: Accounting experience, including proficiency in QuickBooks Online.
-Strong attention to detail, excellent organizational skills, and the ability to work independently.
-Ability to manage multiple projects, set priorities, and meet deadlines.
-Excellent communication and interpersonal skills.
-Ability to handle confidential information with discretion.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
-Passion for the mission and guiding principles of Happy Hollow Children’s Camp.
Location: This position is based at the English Foundation Building in downtown Indianapolis (615 N Alabama Street, Suite 134, Indianapolis, IN). The individual will be required to be at camp 2-4 days per month (3049 Happy Hollow Road, Nashville, IN) and may occasionally travel for events, donor visits, or other business needs. There is the ability to work remotely on occasion, as agreed upon with the supervisor.
Compensation & How to Apply: This is a part-time position with an hourly wage of $18-$21 per hour, commensurate with experience. Interested candidates are invited to submit their resume and a cover letter to Sara Noyed, Executive Director, via email at snoyed@happyhollowcamp.org with the subject line "Business Manager Application - [Your Name]." Applications will be accepted until the position is filled.
Happy Hollow Children's Camp is an equal opportunity employer. We encourage candidates of all backgrounds to apply.
Job Type: Part-time
Pay: $18.00 - $21.00 per hour
Expected hours: 20 – 30 per week
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
Salary : $18 - $21
