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 the a solution is found in a timely manner.
  

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 accomodations.
  

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.
  
• Native-level fluency in English.
  

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 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.