Administrative Coordinator

2 weeks ago

Markham, Canada YMCA of Greater Toronto Full time

Salary Rate: $38,250 - Check out the YMCA’s total compensation package

Location: Markham Centurian YMCA Office

Work Hours: 37.5 hours per week; 8:30am-4:30pm; it is hybrid position working 3 days in office, 2 days remote.

Employment Type: Salaried Full Time Contract - until October 9, 2024

Number of Vacancies: 1

Anticipated Start Date: 10/09/23

Deadline to Apply: 09/30/23 at 5:00 pm

**Be the Spark** Join our passionate team and help us to achieve great things in our community

YMCA Child & Family Development has provided quality child care in the GTA for over 40 years, and is the largest not-for-profit provider of Licensed Child Care in Canada. With more than 290 locations, we offer a variety of programs for children 0-12 years of age: Early Learning and Care (Infant, Toddler, Preschool, and Nursery); Before and After School Care (Kindergarten and School Age); and Family Support programs.

The contribution of our staff in the delivery of child-centred programs is at the core of our success as a leader in early childhood education. We are committed to providing staff with the opportunity to further develop the knowledge and skills that will assist them in enhancing the experience of children and families, through our _YMCA Playing to Learn_ and _YMCA A Place to Connect_ curricula.

The _YMCA Playing to Learn_ curriculum for 0-6 year olds, endorsed by the Elementary Teachers’ Federation of Ontario, helps children develop and grow by using play as a way to learn. This method gives our early childhood educators insight into how kids learn, which we use to build a dynamic in-class environment to meet the specific needs of the child and ensure the child’s interests help shape their learning experience.

The _YMCA A Place to Connect_ curriculum for 6-12 year olds in YMCA Before and After School programs provides staff with the knowledge and skills to act as a mentor towards the children and help them develop life skills. This curriculum also helps shape YMCA Day Camps, Summer Club, and Overnight Camps.

The Administrative Coordinator (Child & Family Development) provides administrative support and manages Child & Family Development office systems and procedures. The position assists the Senior Vice President and General Managers of YMCA Child & Family Development in various tasks, including budget administration, administrative activities and project support.

**In this role, you will**:

- Communications & Marketing Support
- Maintain and updates Child & Family Development Contact List and Find a Y Location List for the YMCA of Greater Toronto website.
- Manage distribution of marketing materials as related to kindergarten registration, open houses, events, etc.
- Manage ordering and distribution of licensing materials (CCEYA) required for new, expansion and conversion sites as required.

Budgeting & Accounting
- Ensure completion of monthly online reconciliation of credit cards for all CFD programs; review, resolve issues, organize, and track monthly card holder activity reports for all CFD programs; execute online user profile set-up for all new CFD credit card holders; maintain listing of all current and cancelled credit cards within Child & Family Development; provide online reconciliation support for all CFD cardholders.
- Manage office supply budget, placing Staples orders weekly; maintain inventory of office and kitchen supplies.
- Manage internal curriculum book orders, invoicing, distribution, and payments.

Administration Support
- Schedule and coordinate meetings for internal and external stakeholders on behalf of the senior management team; book meetings space and ensures room set up including AV requirements; coordinate catering orders when necessary.
- Maintain good communication channels, coordinate various activities and liaises with senior staff for effective inter-departmental business coordination and external relations; respond to routine correspondence and queries.
- Establish and maintain central filing system for program centres and directors.
- Provide general office management support; responsible for ensuring that photocopiers, fax machines, and appliances are maintained including initiating repair/maintenance calls; maintain inventory of office and program supplies completing orders as needed through preferred vendors; maintain daily courier and Canada Post mail.
- Establish, implement, monitor and modifies new office administration procedures and activities to ensure a smooth office administration operation.
- Provide administrative support to Senior Vice President and General Managers including correspondence, file maintenance, spreadsheet and word processing as requested.
- Perform other duties as assigned.

**You bring**:

- 3-5 years previous administrative experience, preferably in support of senior level positions
- Demonstrated expertise acquired through a combination of previous experience in a not-for-profit environment, and related post-secondary education or

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