Program Director

Program Director

Camp Sequoia

Reports to: Camp Director
Works closely with: Division Heads, nursing staff, Office Manager, program staff, and camp leadership

Position Summary

The Program Director leads the planning, coordination, and daily delivery of Camp Sequoia’s activities, special events, and off-campus trips. This position translates camper interests and camp goals into engaging, well-organized experiences that support friendship, independence, skill development, and meaningful participation for neurodivergent campers.

The Program Director coordinates program staffing, maintains accurate schedules, manages supplies and trip logistics, and ensures that staff have the information and resources necessary to deliver programs safely and effectively. The role requires proactive planning, sound judgment, attention to detail, and an approachable, visible presence throughout the camp day.

Essential Responsibilities

Program Planning and Delivery

Develop and maintain a coordinated calendar for each session, including instructional activities, evening programs, special Sunday events, Wednesday outings, tournaments, and optional enrichment experiences.

Collect camper activity preferences each week and assign campers to major and minor classes, balancing their interests with program capacity, staffing, and individual support needs.

Begin preparing the following week’s master schedule before Saturday and distribute finalized schedules and class rosters before Sunday programming.

Plan weekly evening activities and confirm daily staffing, supplies, locations, setup, and contingency arrangements.

Coordinate leadership-led mystery classes, Leaders in Training volunteer assignments, and tournaments such as chess, Magic, poker, and gaga, consistent with camp policies.

Seek and document camper suggestions, using feedback to improve participation and program quality.

Participate directly in selected activities and trips to build camper relationships and assess program delivery.

Staff Scheduling and Leadership

Assign staff to instructional and program responsibilities based on their skills, qualifications, camper needs, and coverage requirements.

Maintain a master staff schedule that incorporates teaching assignments, trip responsibilities, breaks, days off, nights off, and on-duty obligations.

Resolve scheduling conflicts before assignments are finalized and communicate changes promptly to affected staff.

Provide staff with clear expectations, necessary materials, and practical guidance for leading activities.

Observe program delivery, offer constructive feedback, and arrange coverage that supports scheduled breaks and staff well-being.

Provide occasional direct program coverage as needed while maintaining oversight of broader operations.

Maintain a visible presence at activity transitions, with access to the current master schedule, to help campers and staff reach their assigned locations efficiently.

Trips and Transportation

Plan and coordinate day trips, overnight outings, division-specific excursions, reward trips, and optional programs, including golf, rustic and VIP rustic experiences, and Archery Addictions.

Maintain an advance booking calendar and confirm reservations, attendance counts, tickets, lodging, transportation, payment arrangements, and cancellation deadlines.

Book lodging for overnight trips and Archery Addictions outings at least one week in advance whenever possible, allowing additional lead time for limited-availability reservations such as Nockamixon pavilions and boats.

Coordinate buses and vans, assign approved drivers and trip leaders, and prepare vehicle seating assignments and camper supervision groups for every outing.

Check all trip staffing against on-duty schedules, approved time off, vehicle capacity, and camp supervision requirements.

Prepare and distribute trip packets containing itineraries, directions, camper and staff rosters, seating and group assignments, staff responsibilities, clothing reminders, meal plans, emergency procedures, and expected return times.

Provide preliminary camper lists to the Camp Director and nursing staff several days before departure and complete trip information at least one day before departure. Communicate subsequent attendance changes immediately.

Coordinate with nursing staff so health information, medication arrangements, and individual support needs are addressed before departure.

Brief trip leaders and provide the keys, approved payment resources, reservation confirmations, and instructions necessary to carry out the trip.

Coordinate meal counts and dietary requirements with food-service staff, collecting lunch orders by breakfast the preceding day and applying the camp’s approved allowance for additional meals.

Prepare rustic supplies using established packing lists and food-safety procedures.

Organize reservations, receipts, and other documentation by trip and reconcile records after return.

Camper Support and Program Safety

Plan activities with attention to developmental readiness, sensory needs, transitions, and opportunities for meaningful choice.

Collaborate with Division Heads and appropriate support staff to address barriers to participation and implement agreed-upon accommodations.

Confirm that activities and trips have appropriate supervision, qualified personnel, suitable equipment, and contingency plans.

Follow camp procedures for camper accountability, transportation, emergencies, incident reporting, and safeguarding confidential information.

Escalate unsafe conditions, staffing shortages, and significant program concerns promptly to the Camp Director.

Coordinate health-related decisions with nursing staff and operate within the responsibilities of the Program Director role.

Supplies and Financial Stewardship

Maintain accurate program inventories, monitor supply levels, and purchase approved materials within established budgets and purchasing procedures.

Anticipate supply needs, consolidate routine purchasing where practical, and arrange timely replenishment.

Track program and trip expenditures, retain receipts, and use approved payment methods and secure financial procedures.

Work with the Office Manager to verify registration and payment for optional trips and maintain accurate participation lists.

Communicate optional program opportunities enthusiastically and accurately, supporting enrollment while respecting family choice, camper suitability, and program capacity.

Complete end-of-session inventories, label and organize supplies, and document replacement and purchasing needs.

Communication and Continuous Improvement

Maintain accurate, current master schedules and distribute printed copies to staff, with clear communication of subsequent changes.

Use established templates and checklists while verifying dates, names, counts, reservations, and instructions for each new activity or trip.

Coordinate regularly with the Camp Director, Division Heads, nurses, Office Manager, and external providers.

Use established vendor relationships and designated contacts when making reservations.

Review camper feedback, staff observations, scheduling problems, and trip outcomes to improve future programming.

Complete an end-of-season handover documenting inventory, vendor information, effective practices, and recommended improvements.

Required Qualifications

Demonstrated experience planning and delivering camp, youth-development, recreation, educational, or comparable programs.

Experience supervising staff or coordinating teams in a setting with competing operational demands.

Strong organizational skills and the ability to manage detailed schedules, reservations, rosters, budgets, and deadlines.

Ability to support neurodivergent children through respectful communication, predictable structure, flexibility, and collaboration.

Sound judgment and the ability to respond calmly to changing circumstances.

Proficiency with spreadsheets, shared documents, scheduling tools, and routine purchasing systems.

Clear written and verbal communication and a professional approach to working with colleagues, campers, and outside providers.

Ability to complete required screening, orientation, and camp-specific safety training.

Preferred Qualifications

Experience in residential camping and off-site or overnight trip coordination.

Experience working with children with ADHD, autism, or related support needs.

Relevant education or training in recreation, education, youth development, special education, or a related field.

Current first aid and CPR certification, or willingness to obtain certification before camp.

Experience managing program inventories, purchasing, and expense reconciliation.

Working Conditions

This role involves an active residential camp environment, including indoor and outdoor programming, evening and weekend responsibilities, and participation in selected off-campus and overnight trips. The Program Director must be able to move between activity locations, coordinate transitions, communicate instructions, and respond to changing conditions, with reasonable accommodation as appropriate.

The position requires reliable attendance during assigned duties and effective use of scheduled breaks and time off. If driving is assigned, the employee must meet the camp’s driver authorization requirements.

Measures of Success

Schedules and rosters are accurate, timely, and clearly communicated.

Activities are engaging, appropriately staffed, and responsive to camper needs.

Trips depart with complete reservations, transportation arrangements, supervision assignments, and health coordination.

Staff receive clear direction and scheduled relief.

Purchases remain within approved limits, with complete financial records.

Supplies and equipment are maintained, accounted for, and ready for use.

Camper and staff feedback informs ongoing program improvements.