Dates and Location:
- St. John’s University (Queens Campus), New York City
- On-location camp dates: June 11 – August 17, 2025 (Housing Provided)
- Some preparatory remote work is required in the weeks/months leading up to the camp.
Overview
The Operations & Logistics Manager is responsible for overseeing the day-to-day operations of the Summer ESL Camp, ensuring all logistical aspects run smoothly. This includes booking, scheduling, resource management, financial tracking, and overall administrative efficiency. The Operations & Logistics Manager works with the management team to ensure the smooth operation of our Summer Camp.
Key Responsibilities
1. Campus & Resource Management
- Monitor and manage inventory (office supplies, teaching materials, delivery supplies, sports equipment, etc.).
- Coordinate with Center Director and host institution on mid-stay cleanings and linen exchanges.
- Manage room bookings, remaining in contact with the host university to request spaces for on-campus events.
- Reporting maintenance issues (broken AC in classrooms, plumbing in dorms, etc) to the host university, and following up to ensure a solution is found on time.
2. Financial & Administrative Duties
- Maintain the petty cash ledger for operational expenses; ensure timely payment of approved invoices and the filing of receipts.
- Manage student damage deposits, tracking deposits at arrival and overseeing reimbursements upon departure.
- Complete and file expense reports for all logistics-related purchases (e.g., food deliveries, bus bookings) with original receipts.
3. Off-Campus Excursions
- Coordinate with the Director of Excursions in making all bookings for buses, meals, and attractions, delegating where appropriate.
- Coordinate with the Center Director regarding excursion feedback and requests for additional activities.
- Supervise departures for excursions and solve any problems as they occur.
4. On-Campus Activities
- Order meals for on-campus dinners, keep receipts, and record transactions in the database
- Assign staff members to roles for food deliveries, graduation ceremonies, and dance parties.
- Provide appropriate supervision for meals in the cafeteria, including assigning YES USA staff, where appropriate.
- Booking space for activities and parties.
5. Pre-Arrival Preparation
- Ensure that paperwork on all students is correct and completed in advance
- Oversee student housing assignments and ensure accurate record-keeping of room allocations, check-ins, and check-outs.
- Supervise the admin team in contacting the guardians to obtain any missing
- Track students' dietary restrictions and health issues, maintain accurate records, and provide necessary accommodation.
6. Arrivals and Departures
- Ensure buses have been booked for airport pick-ups and drop-offs.
- Assist with arrivals by creating welcome packets for groups and delegating check-in responsibilities to interns and activity leaders working on-campus.
7. Student Supervision & Safety
- Enforce safety and security measures in dorms, classrooms, and excursion sites; address operational aspects of any disciplinary or emergency situations.
8. Additional Duties
- Fill in for the Director of Excursions when they are unavailable.
- Remain on-call to address urgent matters such as facility issues or last-minute changes to excursions or class locations.
- Take on other operational tasks as directed by the main office or as needed to ensure a successful camp.
Qualifications
- Proven experience in operations management, logistics, or a related field; prior work in an educational or camp setting is highly preferred.
- Demonstrated leadership overseeing teams and coordinating with multiple departments (academic and excursion teams, etc.).
- Strong organizational and problem-solving skills, with the ability to multitask effectively in a fast-paced environment.
- Experience handling finances (petty cash, expense reporting) with accuracy and integrity.
- Legal authorization to work in the United States.
Hours
- Expect long, flexible hours with on-call responsibilities to address operational needs.
- One day off per week.
- 60 hours per week.
Application Procedure
- Submit three professional references; a background check will be conducted.
- Provide a copy of your university diploma and complete all the required new hire paperwork upon accepting an offer.
- Be prepared for pre-camp remote responsibilities and occasional on-site training sessions leading up to the start of the camp.
Compensation
- This is a residential position with housing provided in a shared university dorm.
- $1,330 - $1,530 per week.