Residential Administrative Assistant: University of Pennsylvania

Position Summary

Are you an organized, personable administrative professional looking for a rewarding residential role supporting summer school programs? You've just found it! ESF Pre-College is hiring seasonal, Residential Administrative Assistants to provide administrative support across our ESF Pre-College summer programs for high school students.

The Residential Administrative Assistant is the friendly, dependable point of contact that keeps our programs running smoothly behind the scenes. This role responds to email and phone inquiries from families and staff, helps coordinate student paperwork, manages shuttle requests, and supports data entry and record keeping in Bravo, our records system. The Administrative Assistant works closely with the Residential Directors, Residential Nurses, and site administrative teams across our programs to ensure students and families have a clear, welcoming, and well-organized experience from arrival to departure.

Join a mission-driven team and help students from around the world have a safe, rewarding summer. Our staff members are expected to make a positive impact on the students in their care. Comprehensive training and orientation prepare every staff member for the role.

Why ESF Pre-College?

• Inspire Young Minds: Make a meaningful difference in the lives of teens while receiving comprehensive training and support.
• Unleash Your Potential: We offer internships, fieldwork, and professional development opportunities.
• Build Real-World Skills: Gain hands-on experience in program administration, family communication, logistics, and data management.
• Positive Environment: Experience being part of a team guided by ESF Core Values.

Extra Perks

• Housing and Meals: Included for the duration of your contract.
• Shuttle Transportation: Once you've arrived in Philadelphia, our team will pick you up from Philadelphia International Airport or 30th Street Station.
• Travel Reimbursement: Programs provide up to $300 reimbursement for arrival/departure travel assistance in accordance with ESF protocols.
• Gym Access: Residential staff are provided access to a gym.
• Global Team: Our residential teams consist of members from multiple countries and states.
• Employee Referral Bonus Program: Increase your earnings through referrals from your network.
• Weekend Trips: When scheduling allows, you may join students and staff in evening and weekend activities.

Position Scope

• Staff must arrive by 12:00 PM (noon) on their staff check-in date at the program site. The ESF Pre-College team delivers orientation, training, and staff bonding time before students arrive. Staff are required to stay for the duration of the program, including any holidays, and will depart by 10:00AM on the morning after student departure.
• Residential staff live on campus throughout the program to support and supervise students and respond to emergencies. Schedules are dynamic and may change based on the needs of the program, including same-day changes.
• Days and half days off are scheduled throughout the program. Staff also receive scheduled time off each day.
• Multiple contract lengths available, including:
  • 10 weeks: May - August
  • 8 weeks: June - August
  • 6 Weeks: June- July
  • 3.5 Weeks: July
• Compensation: $625 per week (including housing, meals, trips, and activities)

Requirements

• On-Campus Residency: Ability to live on campus for the entire duration of contract dates.
• Education: High school diploma or equivalent required; some college, associate, or bachelor's degree preferred.
• Experience: Prior administrative, office, customer service, or front-desk experience required. Experience in a school, camp, university program office, or other youth-serving organization is a plus.
• Technology & Data Skills: Strong computer skills, including email, Google Workspace and/or Microsoft Office, and spreadsheets. Experience with a database or records system is preferred; training on Bravo will be provided.
• Communication: Outstanding written and verbal communication skills, including a professional, warm, and responsive approach with parents/guardians, students, and colleagues.
• Reliable Transportation: Valid driver's license and reliable transportation to drive to ESF Camps & Experiences headquarters (Bryn Mawr, PA) and partner sites as needed.
• Required Training: Complete all training, background screenings, and other pre-employment credentials required by ESF Pre-College and the state of the program site.
• Language Skills: Fluent in speaking, writing, reading English. Note: Additional consideration will be given to candidates who speak more than one language (not required).
• Team Handbook: Review and follow the ESF Pre-College Team Handbook.
• Dress Code: Always maintain the ESF Pre-College uniform when working.

Essential Job Responsibilities

• Communication & Inquiries:
• • Monitor and respond to program email and phone inquiries from parents/guardians, students, and staff across all programs in a timely, accurate, and friendly manner.
  • Route questions about health, behavior, academics, or emergencies to the appropriate director, nurse, or staff member right away.
  • Help prepare and send program announcements, arrival and departure reminders, and other family communications as directed by the program leadership team.
• Student Paperwork & Records:
  • Help coordinate and track student paperwork, including forms, waivers, permissions, travel and arrival information, and other required documents. Follow up with families as needed.
  • Support the Residential Nurses and directors in keeping required medical documents complete and organized, and direct health-related inquires to the nurse.
  • Maintain accurate and organized physical and digital files in line with program policy.
  • Protect the privacy of student and family information per our ESF privacy requirements.
• Data Entry & Bravo Support:
  • Enter and update student, family, and staff information in Bravo accurately and on time.
  • Run basic reports and lists (e.g. arrival schedules, rosters, and form status) as requested by program leadership.
  • Check records for errors or missing information and flag issues to the appropriate team member.
• Shuttle & Transportation Coordination:
  • Receive and track shuttle requests, including airport and train station pickups and drop-offs, and keep the transportation schedule organized and up to date across programs.
  • Confirm pickup details with families, students, and drivers, and communicate any changes to the Residential Directors and site teams.
  • Support arrival and departure days by helping with check-in, schedules, and communication with families.
• Office & Program Logistics:
  • Attend regular office hours, check-ins, and staff meetings as scheduled.
  • Help maintain and deliver program supplies, mail, and packages, both at ESF Headquarters and at program sites as needed, which may include delivery of items to and from program site.
  • In collaboration with the program leadership team, manage the site inventory and order necessary supplies.
  • Assist the program leadership team with logistical needs, including preparing for students' arrival.
• Be the Ultimate Role Model:
  • Serve as a positive and encouraging role model for the students and peers.
  • Demonstrate ESF Core Values daily.
  • Model the ESF Virtues of Character daily (Gratitude, Respect, Trustworthiness, Effort, Kindness, Positivity, Resilience, and Community).
  • Follow and enforce ESF Pre-College policies on curfew, alcohol, drugs and vaping, cell phone use, and professional communication with students and colleagues.
• Flexibility is Important: Adapt quickly to changing priorities, such as same-day schedule changes or unexpected situations, and proactively resolve student and facility concerns.
• Have fun!

Additional Requirements

• Valid driver's license required, and reliable transportation is preferred.
• Push/pull, lift, and carry a minimum of thirty-five (35) pounds.
• Ability to travel around the assigned campus and surrounding areas, with or without reasonable accommodation, to supervise students and attend activities, including distances of up to eight (8) city blocks.

Organization Overview

ESF Pre-College is powered by ESF Camps & Experiences. ESF has been a vital influence in the camp industry since 1982. ESF (Education, Sports, and Fun) features award-winning camp programs in PA, NJ, NY, CT, MD, and DE for people of all ages. We are considered one of the country's leading camp companies and people developers.

Our portfolio includes 40 nationally recognized day camps in multiple states (), baseball camps with the Philadelphia Phillies, and basketball camps with the Philadelphia 76ers along with the Brooklyn Nets. ESF recently launched new programs, including ESF Pre-College, our pre-college academic program. ESF also operates two nonprofit foundations: Dream Camp offering after-school mentoring & summer camps for underserved youth in PA & CT and Acting Without Boundaries providing unique acting programs for youth with physical disabilities.

Reporting Relationships

• The Administrative Assistant reports directly to the ESF Pre-College full-time director(s).

This job description is subject to change. ESF Pre-College is an equal opportunity employer. We are committed to building a team that reflects a variety of backgrounds, perspectives, and skills.

Please apply online at