Position Overview
We are seeking a warm, highly organized Manager of Camper & Family Engagement to connect children facing cancer and their families with Camp Quality USA's camps and programs. This role is the face and voice families work with—from the first conversation through registration, camp, and year after year of participation.
You'll lead camper recruitment and outreach, build relationships with families and referral partners, and oversee camper registration, participant communications, database management, and program reporting. Working alongside Territory Directors, Camp Directors, and national staff, you'll make sure every family has a welcoming, seamless experience—while handling sensitive medical and personal information with the utmost care and confidentiality.
What You'll Do
Camper Recruitment & Outreach
- Develop and implement camper recruitment strategies across multiple channels to reach families from all backgrounds and communities
- Build referral relationships with hospitals, healthcare providers, community organizations, colleges, and corporate groups
- Create compelling recruitment materials and presentations, and coordinate with the marketing team on camper-focused content and social media campaigns
- Serve as the primary point of contact for families' registration questions, concerns, and support needs
Program Application & Registration Management
- Oversee end-to-end application and registration for all Camp Quality camps and programs, including summer camps, family programs, and year-round activities
- Build and maintain application systems, timelines, and procedures that make enrollment simple for families
- Coordinate with families and medical professionals throughout the application process, ensuring eligibility criteria and medical documentation requirements are met
- Manage waitlists and capacity planning so every available spot is filled
- Audit registrations before each program and follow up with families on any missing information
- Partner with Camp Directors to improve registration workflows and the participant experience
Database Management & Communications
- Maintain accurate, confidential camper and family records, including participation history and eligibility
- Manage the registration software and online platforms, including the vendor relationship, build-out, troubleshooting, and staff training
- Coordinate regular family communications through newsletters, program updates, and pre- and post-program messages
- Keep program information on the website and in communications materials current and consistent
Program Data Reporting & Evaluation
- Design and maintain data collection systems for program operations
- Report on registration metrics, participation, retention, and program outcomes, including data for grant reporting
- Help develop and administer program evaluations and family satisfaction surveys
Psychosocial Program Oversight
- Oversee the psychosocial components of our camps and programs to promote consistent standards across all locations
- Serve on the national Psychosocial Committee and maintain the national Psychosocial Manual
- Collaborate with Territory Directors and camp psychosocial teams to implement guidelines and identify opportunities for improvement
Administrative Support
- Coordinate central ordering and distribution of supplies needed for camper and family participation
- Ensure camper and family records are organized and retained in line with organizational policy
Performance Excellence
We believe every family deserves a seamless, supportive experience:
- Program Fill Rate: 90%+ of available camper spots filled for each camp and program
- Camper Retention: 75%+ of eligible returning campers re-register year over year
- Referral Partnerships: At least 5 new referral relationships established annually
- Family Responsiveness: Family questions answered within 2 business days; complete applications reviewed within 5 business days
- Accuracy & Compliance: 95%+ registration accuracy and 100% of campers with complete medical documentation before arrival
- Family Satisfaction: 90%+ of surveyed families satisfied or very satisfied with their registration and program experience
Who You Are
Required Qualifications
- Bachelor's degree in a related field or comparable experience
- 3–5 years of experience in program administration, preferably in youth services, healthcare, or the nonprofit sector
- Experience with registration management systems, databases, and CRM or reporting tools (including Excel)
- Experience handling sensitive medical or personal information with strict confidentiality
- Experience in risk management and safety protocols, and familiarity with compliance requirements for youth-serving organizations
Preferred Qualifications
- Master's degree in a relevant field, or certification in nonprofit administration, risk management, or youth development
- Experience with camp, recreational, or medical/therapeutic camping programs
- Background in healthcare administration or working with pediatric populations
- Experience working with children and families facing serious illness, trauma, or other significant psychosocial challenges
Skills & Competencies
- Family Partnership: Builds trusting relationships with families from all backgrounds, meeting them with warmth and patience during a difficult time
- Organization: Manages multiple complex projects and deadlines with exceptional attention to detail
- Communication: Excellent written and verbal skills, adapting style for families, medical professionals, partners, and staff
- Data & Systems: Strong analytical skills; turns data into clear reports and actionable insights
- Process Improvement: Develops and implements systematic processes that make things easier for families and staff
- Collaboration: Works effectively across departments and with staff and volunteers in the field
Personal Attributes We Value
- Passionate commitment to Camp Quality USA's mission of supporting children and families
- High emotional intelligence and cultural competency
- Genuine enthusiasm for working with people from all backgrounds and communities
- Flexibility and adaptability in fast-paced camp environments
- Professional demeanor with ability to maintain strict confidentiality
- Positive, enthusiastic attitude that inspires others
- Openness to learning about and respecting different cultures, experiences, and viewpoints
- Active participation in and support of organization-wide DEI initiatives
Work Environment & Travel
This hybrid role combines remote work flexibility with meaningful in-person engagement. You'll work from home/remote settings as well as outdoor camp environments with varying weather conditions. This position requires availability Monday–Friday during standard business hours. Travel (approximately 15%) is required to attend camps, programs, events, and meetings.
Physical Requirements: This role involves extended computer work along with regular physical activity at camps and events, including reaching, standing, walking, and navigating outdoor environments on uneven ground, and the ability to lift up to 50 pounds.
Our Commitment to You
Camp Quality USA is an equal opportunity employer committed to creating a diverse and inclusive workplace. We welcome and encourage applications from candidates of all backgrounds, including but not limited to those who identify as Black, Indigenous, People of Color, LGBTQ+, women, people with disabilities, veterans, and individuals from all socioeconomic backgrounds, ages, religions, and geographic regions.
We believe that a diverse team creates stronger programs and better serves the diverse families we support. If you're passionate about our mission and meet most of our qualifications, we encourage you to apply—even if you don't check every box.
How to Apply
In lieu of a cover letter, please respond to these three questions (250–300 words each):
- Connecting with Families
Families of children facing cancer are often overwhelmed, and deciding to send a child to camp takes real trust. Describe your experience building relationships with families or clients from different racial, ethnic, socioeconomic, or cultural backgrounds, especially during a difficult time. What approaches have you used to make sure families feel welcomed, informed, and supported? How would you work to reach more families who could benefit from Camp Quality USA, including those in communities we don't yet serve well?
- Managing Registration with Accuracy and Care
Every camper's registration includes medical documentation, eligibility requirements, and deadlines that must be right before a child arrives at camp. Tell us about a time you designed or managed an application, registration, or intake process involving sensitive information. How did you keep it accurate and confidential while making it easy for the people using it? What systems or tools did you use, and what did you change to improve the process?
- Using Data to Improve Programs
Strong enrollment, retention, and family satisfaction depend on understanding what's working and what isn't. Describe a time you collected, analyzed, or reported on program data to drive a decision or improvement. What did the data show, how did you share it with others, and what changed as a result? How would you use data to strengthen the camper and family experience at Camp Quality USA?
To Apply: Please submit your resume and responses to the three application questions above to karen.rendell@campqualityusa.org
Application Deadline: December 4, 2026
Questions about this role? We welcome inquiries about this position, our organization, or our commitment to diversity and inclusion. Please email Karen Rendell at karen.rendell@campqualityusa.org. Please visit Careers - Camp Quality USA for more information.
Preference in hiring will be given to applicants:
- That reside in a location with easy access to a major airport
- That reside in the Eastern or Central time zones and in proximity to our current program areas of MO, AR, TX, LA, OH, MI, IN, IL, KY, NE, NJ, KS
Camp Quality USA provides equal employment opportunities to all employees and applicants regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, or status as a protected veteran in accordance with applicable federal, state and local laws.