Overview
Are you exceptionally organized, great with people, and someone who takes pride in getting the details right? Adventure Treks is hiring a part-time admissions coordinator to help guide families from enrollment through the start of their adventure.
This role combines family communication, detailed administrative work, and travel logistics. We’re looking for someone who can keep a lot of moving pieces organized, communicate warmly and professionally, and take ownership of their responsibilities without needing constant direction.
As Adventure Treks continues to expand our adult and family travel programs, there is potential for this position to grow in both hours and responsibility. We can’t guarantee a specific increase in hours, but we’d love to find someone interested in growing with us over time.
WHO YOU ARE
We are looking for a warm, confident communicator who is also exceptionally organized and dependable. You notice details, follow through on commitments and responsibilities, and are comfortable working independently.
WHAT YOU’LL DO
You’ll be one of the primary points of contact for Adventure Treks families and help manage the many details that take a student from enrollment to the start of their trip.
Your responsibilities will include:
• Being a warm and welcoming point of contact for families throughout the enrollment and pre-trip process
• Answering phone calls and emails with professionalism, enthusiasm, and good judgment
• Guiding families through required paperwork, travel details, packing lists, deadlines, and program expectations
• Proactively following up with families about missing information, incomplete paperwork, and upcoming deadlines
• Maintaining accurate and detailed student and family records in our CRM (CampMinder)
• Documenting important conversations and ensuring relevant information is communicated to the appropriate people
• Sending individual and mass communications to families throughout the year
• Processing routine enrollment-related administrative and financial transactions
• Reviewing student records for accuracy and thoroughness
• Organizing and preparing student information for our summer instructor teams
• Coordinating student arrival and departure information and maintaining accurate travel records
• Helping manage opening and closing day travel logistics during the summer
• Communicating with families about travel changes and helping troubleshoot delayed flights and other logistical issues
• Supporting registration, paperwork, and pre-trip logistics for our growing adult and family adventure travel programs
• Assisting with other admissions and administrative projects as needed
Qualifications:
• At least five years of professional work experience, ideally in administration, admissions, customer service, program coordination, travel, office management, or a similar role
• Exceptional attention to detail and organizational skills
• Excellent written and verbal communication skills
• Strong interpersonal and customer service skills
• Ability to anticipate next steps, identify potential issues before they become problems, and proactively address them
• (cont'd below)
Required Skills:
• Strong judgment, critical-thinking, and common-sense problem-solving skills, with the ability to make sound day-to-day decisions independently
• Demonstrated ability to manage multiple priorities, meet deadlines, and follow through without repeated reminders
• Proficiency with Google Workspace and Microsoft Office, and comfort working with spreadsheets, databases, project management and communication platforms, and other technology
• Ability to learn new software and systems
• (cont'd below)
Preferred Skills:
• Professional discretion when working with private student and family information
• Permanent work authorization in the United States
About Adventure Treks
Since 1993, we’ve guided more than 20,000 people through unforgettable outdoor adventures across North America and the world. We help teenagers build confidence, leadership, and community through the outdoors—and we’re growing to include family and adult programs, too. Our first year, we welcomed 14 students on one adventure in the Pacific Northwest. Now, we offer more than 20 trips across North America and the world. In 2024, we launched our first family camp in Washington and adult trip in Peru, and we will continue to expand this new programming in 2026 and beyond. We also operate spring and fall educational programs for schools across the United States.
