Operations Administrator

Girl Scouts of Suffolk County is the largest youth-serving agency on Long Island. For over a century, Girl Scouts has instilled in generations of girls the skills and knowledge to become young women of courage, confidence, and character, who speak out and lead. Today, Girl Scouts of Suffolk County (GSSC) delivers its message of empowerment and engages more girls from across Suffolk County, from diverse backgrounds and communities.

The Girl Scouts of Suffolk County is growing. Guided by an ambitious plan and its dynamic team, GSSC aims to expand its footprint to every community in Suffolk County and make Girl Scouting possible for every Girl who wishes to participate.

Position Description:

This position is responsible for a variety of administrative and operational functions, including permit and compliance tracking, vendor coordination, troop camping logistics, records management, purchasing, and seasonal camp administration. The Operations Administrator also serves as a key point of contact for incoming phone calls and emails, helping ensure that questions are answered, issues are routed appropriately, and operational tasks are completed accurately and on time. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. Strong communication skills, sound judgment, and the ability to work independently are essential. Fluency in Microsoft Office Suite is essential.

Key Responsibilities:

Summer Camp Responsibilities (June–August):

• Prepare, maintain, and track documentation related to the Department of Health permitting process, including monitoring deadlines and keeping leadership informed of outstanding requirements.
• Place food orders, maintain inventory records, track food-related expenses, and work closely with kitchen staff and vendors throughout the camp season.
• Process invoices and maintain records related to camp purchases and operational expenses.
• Monitor supply levels and facilitate the ordering and distribution of camp supplies as needed.
• Support camp scheduling, transportation, logistics, field trips, and other operational functions.
• Organize and maintain camp lost-and-found procedures, including tracking items and returning them to families.
• Monitor operational tasks and communicate issues, needs, and deadlines to appropriate staff.
• Provide administrative and logistical support to help ensure the smooth operation of summer camp programs.

Year-Round Responsibilities (September-May)

• Schedule and maintain troop camping reservations, facility rentals, and other property-based program reservations, ensuring accurate records and timely communication with users.
• Serve as a point of contact for troop leaders, volunteers, renters, and other stakeholders by responding to inquiries and providing information regarding camping, facilities, and operational services.
• Answer incoming phone calls, monitor departmental email accounts, and route inquiries and service requests to the appropriate staff members for follow-up.
• Assist with case assignment and tracking to help ensure inquiries and requests are addressed promptly.
• Prepare, maintain, and organize operational records, including permits, troop camping schedules, rental documentation, employee records, and other departmental files.
• Prepare certificates of insurance and maintain related documentation.
• Assist with the annual insurance renewal process by gathering information, preparing documentation, and tracking submission requirements.
• Process invoices, track expenses, and maintain accurate operational and financial records.
• Support special events, operational projects, and property-based programs through administrative and logistical assistance.
• Prepare reports, spreadsheets, and other documentation as requested.
• Provide administrative support for the department’s day-to-day operations and assist with additional projects and responsibilities as assigned.

QUALIFICATIONS

• Proficiency in Microsoft Office (Excel, Word, Outlook) is required.
• Strong organizational and time management skills.
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Detail-oriented with excellent problem-solving skills.
• Strong communication skills, both verbal and written.
• Prior experience in a camp, nonprofit, or educational setting is preferred.
• Familiarity with regulatory processes and logistics is a plus.
• Own transportation is a must.

HOURS

• Monday- Friday.
• Evenings/Weekend flexibility for special events.
• 37.5 hours a week, which includes a 30-minute unpaid lunch.

At Girl Scouts of Suffolk County, we celebrate diversity, equity, and inclusion and are committed to creating an inclusive environment for all employees. We are an equal opportunity employer, and we do not discriminate based on race, color, religion, age, national origin, gender, veteran status, sexual orientation (heterosexuality, homosexuality, bisexuality, and gender expression of identity), marital status, or the presence of any physical, sensory, or mental disability, or any other protected classification under applicable laws.