Business Coordinator

Posted by
Willowbrook Arts Camp
Tualatin, OR

Willowbrook Arts Camp

Published 18 days ago

December 21, 2020
December 18, 2020
$19-20 hourly

Reports to: Interim Executive Director

Start Date: Early December

Pay Range:  $20an hour

Interviews will begin November 30, applications will be accepted until the position has been filled

All work is remote until further notice and can remain remote, long term during fall and winter.

Organizational Overview

Willowbrook is an immersive 6-week summer camp that teaches approximately 500 students per day, ranging from 3 to 18 years of age.  Willowbrook has received repeated accolades for arts education, including recognition by NW Kids magazine as Best Summer Camp.

Willowbrook is divided into three distinct

programming experiences: 1) Squirrel’s Nest for campers ages 3-4; 2) Village for

ages 5-7; and 3) Artisan for ages 8-18. These programs offer activities in more

than 30 different visual and performing arts and nature areas.

It’s an environment where children are emboldened to ignite their creative spirit, discover hidden talents, fuel their imagination, and champion their individuality.

Position Overview:

The Business Coordinator is responsible for a variety of administrative tasks, they provide continuity with financial tasks, manage the CampSite registration and oversee staff onboarding.

Essential Job Duties


  • Help maintain financial records in accounting software, including management of day to day processing of accounts receivable and payable using QuickBooks; producing reports monthly and as requested.
  • Manage and reconcile all bank accounts using Quickbooks online.
  • Maintain general ledger entries
  • Help manage and maintain business records including collection of and accounting for camper fees, petty cash, billings and receipts, and all other revenues and expenses
  • Work with Willowbrook’s accounting firm, provide accurate records for tax preparation.
  • Monitor email in information and billing gmail accounts; direct emails to others appropriately   
  • Calculate and process employee payroll
  • Assist with bank activity, including making deposits and credit card payments Assist with organization of fiscal documents, reports, and year-end reports   
  • Provide bookkeeping support for fundraising events
  • Assist with vendor and service contracts
  • Maintain archival files

Camp Registration, Family Experience and CRM system

  • Manage and oversee camp registration and staffing using online system
  • Assure that registration is a welcoming and seamless experience for all parents and campers.
  • Work with seasonal leadership to manage camper sign-in and sign-out
  • Collaborate with seasonal leadership to manage parking and drop-off/pick-up system including training and scheduling parking staff and organizing evening event parking
  • Help train and evaluate seasonal staff regarding registration and drop-off/pickup systems.
  • Communicate with parents, as needed for registration and payment support


  • Keep and maintain records of staff information such as collecting and filing human resource forms Help to maintaining archival and administrative files
  • Lead efforts to complete new staff background checks, paperwork and track onboarding processes.
  • Maintain personnel records
  • Assist in supply orders


  • Contribute to short and long-term organizational planning and strategies
  • Ensure the safe guarding of information systems through controls, password protection, and data back up plans.
  • Collect data for reports and analysis (demographics, age/gender, schools, scholarships, etc)
  • Prepare memos and other information for onsite and CRM system distribution
  • Provide onsite backup and support for camp and remote programs
  • Use respectful communication in line with company values
  • Observes and enforces all rules and policies as listed in the Willowbrook Staff Handbook and code of conduct
  • Work collaboratively to maintain a harmonious environment and resolve issues
  • Communicate in a professional and constructive manner
  • Demonstrate ability to multi-task and manage own
  • time.
  • Adjust priorities, productivity, efficiency and speed based program needs
  • Respond to feedback in order to improve performance
  • Act as a steward of Willowbrook's resources and
  • Vision/Mission/Values by training, modeling and promoting sustainable behaviors/operations        
  • Perform other duties and tasks as assigned


Bachelor’s degree preferred, Associate’s degree in accounting or other related

area will be considered.

If no degree held at least 4 years of directly related experience is required.

Commitment to children’s education and Willowbrook’s mission

Familiarity with bookkeeping and accounting principles

Demonstrated knowledge in QuickBooks Online and spreadsheets

Background and work experience in financial management for a non profit is a plus

Excellent computer skills and proficient in Microsoft software (excel, word, access) and ADP online payroll processing

Knowledge of Campsite software or other CRM systems is a plus

Meticulous and detail oriented.

Excellent communication skills, both verbal and written

Excellent interpersonal skills and a collaborative management style

A demonstrated commitment to high professional ethical standards and a diverse workplace

Ability to delegate responsibilities effectively

A Clean driving record and ability to pass a background check

The ability to work outdoors in all weather conditions.

Maintaining confidential information is required.

Reports to: Interim Executive Director

Start Date: Early December

Pay Range:  $20an hour

Interviews will begin November 30, applications will be accepted until the position has been filled

All work is remote until further notice and can…

Details at a glance

  • On-site Location
  • Part Time Schedule
  • 2-Year Degree Required
  • Entry level

Level of Language Proficiency

English proficiency required

Spanish proficiency is desirable

English proficiency required

Spanish proficiency is desirable


Tualatin, OR

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