Administrator, Overnight Programs

6 days ago

Toronto, Canada Campfire Circle Full time

**Administrator, Overnight Programs**

**ABOUT US**

Campfire Circle has offered healing through happiness for thousands of kids and families affected by childhood cancer since 1983. It’s where kids can be kids, and families can be families—engaging in camp-inspired community, in-hospital, and overnight camp programs, at no cost to them. As a privately funded organization, Campfire Circle donors make thousands of life-changing experiences possible for Campers throughout the year, all across Ontario.

**THE OPPORTUNITY**

Campfire Circle is currently seeking an Administrator, Overnight Programs to help support our dynamic programming team.

The Administrator, Overnight Programs is responsible for administrative processes, systems and communications that support overnight camp programs. This role reports to the Manager, Camp Life and works closely with various teams within the program department to ensure smooth administrative operations, contributing to the overall success of the camp programs.

The key accountabilities of this role include:
**Program Administration**
- Support the camper and family registration process and communicate with camper families related to overnight program participation.
- Works closely with the medical team to ensure smooth and timely processing of forms for overnight camp enrollments.
- Support with overnight program enrollments, in communication with the overnight, medical and administration teams
- Collaborates with the database manager, administrators, and medical teams to ensure smooth and accessible user experience for registration, using a diversity, equity and inclusion lens.
- Prepare and track camper attendance for overnight programs.
- Prepare camper materials for overnight camp sessions and buses.
- Responsible for accuracy of camper and family information in the program database
- Coordinate camper transportation for overnight programs, including but not limited to booking buses, bus pickup locations, and food for the bus.
- Attend bus departures to lead camper attendance and flow
- Support with processing and approving camper and family forms and follow up with families as needed.

**Camper Recruitment**
- Highly support camper recruitment and outreach for overnight camp programs Support database manager with recruitment and registration communication communications
- Knowledgeable and able to support in all database functions for camper recruitment

**General Administrative Support**
- Responsible for coordinating and facilitating mailings for campers
- Support with the management of program calendars and booking of spaces
- Responsible for Overnight Program lost and found collection and return for participants
- Responsible for database clean-up and maintenance
- Provide administrative support with program evaluation, monitoring and reporting
- Attend programs occasionally.

**ABOUT YOU**

**QUALIFICATIONS**
- Required Criteria: _

a) Excellent proficiency with Microsoft Excel and Word

b) Experience working with a database

c) Excellent accuracy and organization

d) Excellent oral and written communication skills in the English language

e) Significant administrative experience

f) Clear police reference check and vulnerable sector screening

g) Current G2 or G class driver’s license and the ability to be covered by camp’s insurance policy.
- Advantageous Criteria: _

a) Working knowledge of CampSite database.

b) Experience working for an overnight camp, recreation program, or non-profit organization.

c) Post-secondary education

d) Experience working with volunteers.

e) Fluent in French an asset

In accordance with our mandate of creating a caring and safe environment for ill children and their families, we require that all staff must provide an attestation to having received their childhood vaccinations, and confirmation of a negative result in a two-step Tuberculosis ("TB") testing series. Seasonal boosters against Influenza and the most recent circulating strain of COVID are strongly encouraged. All staff must provide an updated Police Record with Vulnerable Sector Screening. We also require that all staff be currently eligible to work in Canada and for Campfire Circle.

**WORKING CONDITIONS**

a) This role is based at our Toronto office, with a hybrid structure requiring between 2-5 days in the office per week, as scheduled by the Manager.

b) Occasional weekend and evening commitments required.

c) This position occasionally attends camp programs.

d) This position involves extended overnight stays at our campsite in Muskoka, between 1-3 weeks throughout the year.

e) This position occasionally involves driving long distances, with overnight stays.

f) In consideration of the population Campfire Circle serves, the incumbent is a non-smoker.

g) Will require some travel within Ontario

**COMPENSATION & BENEFITS**

This position offers a competitive annual salary range of **$45,000 - $47,000**. In addition, Campfire Circle is invested in our staff’s healt

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