The Medical Office Manager (MOM) is responsible for the overall coordination, communication, and daily operations of the Camp Health Center (CHC). This is a non-clinical leadership role focused on ensuring that health services systems run smoothly, efficiently, and in alignment with established protocols.

The MOM serves as the central hub for communication between the Health Center and the broader camp community, ensuring continuity of care, timely communication with families, and effective coordination of staff, logistics, and records. While the MOM does not provide medical care or make clinical decisions, they are responsible for the integrity and execution of all health center systems.

This job announcement is not intended to be inclusive of all functions, responsibilities and qualifications associated with the position, however, representative of the essential job functions and typical criteria considered necessary to successfully perform the position.

Health Center Operations & Systems

• Oversee the daily operations of the Camp Health Center, ensuring all systems, protocols, and procedures are followed consistently
• Maintain accurate and up-to-date daily health logs and ensure Daily Health Reports are completed and distributed as directed
• Ensure all incident reports related to health services are completed accurately and in a timely manner
• Procure, organize, and monitor medical and operational supplies for the Health Center
• Ensure proper maintenance of health center organization, cleanliness, and readiness

Staff Leadership & Supervision

• Schedule and supervise Healthcare Assistants (HCAs) Ensure other medical staff are aware of any scheduling changes or gaps. Works with Camp Director to identify areas where coverage is needed.
• Ensure all staff understand their roles, responsibilities, and daily expectations
• Supervise Healthcare Assistants (HCAs), ensuring accountability and quality of work.
• Troubleshoot staffing challenges and adjust schedules as needed
• Assign coverage and responsibilities for days off to ensure continuity of operations
• Support the integration of HCAs into the broader camp community

Communication & Coordination

• Serve as the primary liaison between the Health Center and camp leadership, including Camp Directors, Camp Life team, and administrative staff
• Coordinate communication with families regarding camper health concerns in partnership with Camp Leadership and other medical staff.
• Train Health Center staff on appropriate parent communication protocols and ensure adherence to communication standards
• Keep health center staff informed of camp schedules, events, and program needs.
• Orient any new medical staff to the property and to the Health Center procedures.

Medical Logistics & Record Management

• Coordinate and manage all medication intake processes at the start of each session
• Ensure all medications are accurately entered into UltraCamp in coordination with other medical staff.
• Print, organize, and maintain Medication Administration Records (MARs)
• Coordinate the review of camper and staff medical records and assign follow-up actions to medical staff.
• Schedule and manage health screenings at the beginning and end of each session.
• Ensure weekly health checks for the camp population are completed.

Care Coordination & Follow-Up

• Coordinate off-camp medical appointments and transportation in collaboration with camp offices
• Schedule and track follow-up care for campers and staff, ensuring clear communication with counselors and leadership
• Work in partnership with the Camp Life Director on mental health-related concerns
• Support timely and appropriate communication with families regarding ongoing health issues

Program & Trip Support

• Coordinate medication pack-outs and returns for trips in partnership with the Trip Director
• Schedule staff to support Becket Day Camp and TSP medical intakes and needs

Role Boundaries

• The MOM does not provide medical care or make clinical decisions
• All clinical care and medical decision-making are the responsibility of Licensed Medical Professionals (LMPs) and the Medical Advisor
• The MOM is responsible for systems, communication, logistics, and operational leadership within Health Service.

Reporting Structure

• Reports to: Camp Director / Senior Leadership
• Supervises: Healthcare Assistants (HCAs)
• Works closely with: Licensed Medical Professionals (LMPs), Medical Advisor, Camp Life Director, and Camp Office Team

• Strong organizational and leadership skills with the ability to manage multiple systems simultaneously
• Excellent communication skills, including the ability to manage sensitive information with professionalism and discretion
• Demonstrated ability to supervise staff and manage schedules effectively
• High level of maturity, sound judgment, and problem-solving ability
• Ability to work collaboratively within a team-oriented camp environment
• CPR and First Aid certification (required; training may be provided by camp)
• Prior experience in camp settings, youth programs, or operations management strongly preferred

Position Requirements

• Must reside on camp for the duration of the summer program
• Must be available to work 5–6 days per week, including flexible hours based on operational needs
• Must be able to commit to the full camp season
• Ability to remain organized and effective in a fast-paced, dynamic environment

• Competitive summer pay
• Free on-site housing and meals – Family housing available if needed.
• Camp tuition benefits for staff children (benefit is dependent on length of commitment to camp.) Staff children may participate in either Day Camp or Resident Camp programs or a mix of both.
• Live and work in the heart of the Berkshires, home to world-class arts, culture, hiking, and outdoor recreation
• Planned staff outings and transportation to local towns and cultural events
• Join a diverse, welcoming staff community from across the U.S. and around the world
• Gain valuable leadership and healthcare experience in a well-supported camp medical system
• Access to a broad YMCA and camp alumni network