Administrator, Community Use of Schools

7 months ago

Aurora, Canada York Catholic District School Board Full time

YORK CATHOLIC DISTRICT SCHOOL BOARD

Administrator, Community Use of Schools

Exempt Level 5 - $62,088 to $79,812 per annum

One (1) Permanent Full-Time Position

**Position Summary**:
Under the direction of the Manager, Facilities Services Unit, the Administrator, Community Use of Schools organizes and coordinates the Community Use of School program throughout the Board sites.

**Major Responsibilities**:
Liaise with internal and external customers in the administration and issuance of permits in accordance with all related Board policies.

Strive to enhance customer satisfaction by delivering high-quality service and fostering positive relationships, including following up with permit holders on disputes.

Respond to inquiries and provide information to program operators and Board staff regarding Community Use of Schools Policies and procedures including the preparation of various reports as required.

Ensure the confidentiality and security of permit-related data and documents.

Manage the configuration of the ebase software to ensure all space types, costs and equipment fees are reflective of the current Community Use of Schools procedure. Ensure all internal staff have access to ebase through the appropriate permissions.

Provide training to departmental staff on permit processing procedures, regulations, and software systems.

Monitor and audit all custodial overtime pertaining to permits, ensuring cost recovery. Resolve any discrepancies between timesheets and invoices.

Organize and schedule available Board facilities during school breaks and provide Reports to relevant departments. (construction, maintenance and energy, planning, and facilities).

Oversee the financial aspect of the department by processing daily payments (external and internal) and provide payment reports to Accounting. Provide Financial reports as needed. Reconcile and report usage of Ministry of Education Grant Reconcile permit holders accounts monthly, following up on declines, and past dues. Review discrepancies and issue credits / refunds when needed including all interactions with Moneris.

Maintain quarterly insurance premiums reports and remit fees to OSBIE.

Administer and maintain records for the Special Interest Providers permits, collect fees and reconcile accounts.

Liaison with Elections and Municipalities ensuring facilities are available and providing leases and quotations when needed. Follow up on Partnership agreements and licenses.

Investigate and address reports of misconduct or damage to school property or equipment during permit issues events.

Supervise and provide leadership to the community use of schools department staff member.

Assign tasks, set priorities, and monitor progress to ensure timely completion of permit processing.

Conduct regular performance evaluations and provide constructive feedback to support professional development.

Strive to enhance customer satisfaction by delivering high-quality service and fostering positive relationships.

Other duties as assigned by the Manager of Facilities.

**Qualifications and Experience**:
3 College Diploma in Business Administration or related field or equivalent

2 to 3 years of previous work experience in an administrative position

**Skills and Competencies**:
Excellent verbal and written communications skills

Excellent organizational skills and attentive to details.

Able to develop and maintain excellent client relations

Solid working level knowledge of Microsoft Office and Google suite Knowledge of Ebase and SAP is an asset.

Experience with internet payment processes such as Moneris is an asset.

Commitment to Equity

YCDSB is an equal opportunity employer committed to providing an environment of diversity and employment equity and is dedicated to creating a workplace culture of inclusiveness that reflects the diverse communities that we serve.

We are proud to have built a culture that thrives on idea-sharing and collaboration, always finding ways to continue to create a warm, welcoming and inclusive work environment. We are committed to being an equitable employer, providing an inclusive environment for a diverse workforce, including but not limited to, women, persons with visible and invisible disabilities, Indigenous persons, and ethnic visible minorities.

Accessibility

Enhanced Police Information Check (E-PIC)

Mission Statement

With Jesus Christ as our model, we provide all students with a Catholic education rooted in equity, well-being and learning.

Vision Statement

A recognized leader in Catholic education committed to inclusion, excellence and innovation that develops socially responsible global citizens.

Catholic Education Centre

320 Bloomington Road West, Aurora, Ontario L4G 0M1 - (905) 713-1211

Elizabeth Crowe John De Faveri

Chair of the Board Interim Director of Education

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