Camp Administrator

The Yael Foundation is a philanthropic fund driven by the conviction that all Jewish children, irrespective of their geographic location or community size, should have access to high-quality Jewish and general education. Role Overview The Camp Administrator is the organizational backbone of Yael Camp, owning end-to-end administrative and logistical operations for campers and staff from pre-camp application through post-camp debrief. Managing over 600 campers from 25+ countries and 70+ partner schools, along with hundreds of staff members, this demanding role requires exceptional organizational skills, meticulous attention to detail, and top-tier relationship and communication skills. Key Responsibilities 1. Camper Application & Registration • Oversee the end-to-end application pipeline: distribute registration links to partner schools, track incoming applications, and maintain real-time database records. • Review applications against acceptance criteria (passports, behavioral reports, medical forms, school allocations) and coordinate decisions with the Camp Director. • Track registration fees, manage scholarship requests, and systematically follow up on outstanding medical, dietary, travel, and consent forms. 2. Parent & Family Communication • Pre-Camp: Serve as the primary external contact for families, issuing info packs, travel details, and briefing school chaperones. • During Camp: Manage parent channels (WhatsApp/email), coordinate daily updates with the Program and Social Media teams, and triage queries or welfare issues. • Post-Camp: Manage post-camp communications, compile feedback surveys, and handle lost property or follow-ups. 3. Staff Logistics & Administration • Issue contracts, collect required staff documentation (travel, dietary, rooming, emergency contacts), and assign lodging. • Partner with the Travel Agent to manage staff flight bookings, itineraries, and last-minute travel modifications (early departures/late arrivals). • Serve as the on-site point of contact for staff logistical needs (welfare/performance issues are handled by the Head Counselor). 4. Manifests & Documentation • Build and maintain real-time Master Camper and Staff Manifests. • Generate flight arrival/departure manifests for the Head of Operations at least 24 hours in advance. • Produce verified printed bunk and bus lists 24 hours prior to every major trip or event. 5. Travel Coordination & Vendor Management • Supervise the Travel Agent/Flights Coordinator, reviewing and approving all flight booking confirmations based on verified participant data. • Support registration and flight coordination for the foundation's Annual Summit. Ideal Candidate Qualifications • Experience: Background in administration, project coordination, or camp/event logistics. We prioritize exceptional organizational ability, high energy, and execution over years of experience. • Skills: Exceptional organization, high capacity for parallel workflows (600+ campers, 100+ staff), and meticulous attention to detail under pressure. • Communication: Empathetic and reassuring with parents; clear, efficient, and proactive with internal teams. • Languages: English and Hebrew essential; additional languages are a strong advantage. • Availability: Full-time office role based in Jerusalem, with willingness to travel and remain on-site for the full duration of camp sessions.