Administrative Liaison

6 months ago

Toronto, Canada YMCA of Greater Toronto Full time

**Description**

The Administrative Liaison works at the YMCA Academy, an independent secondary school offering Ontario Ministry of Education credits to youth grade 9-12 who have disengaged from formal learning institutions or who are at risk of doing so and provides ad hoc assistance, to provide information and encouragement to student members and their families/caregivers on a daily basis. The position requires a wide range of relationship-building skills, facilitation skills and technical computer skills. The Administrative Liaison will be responsible for Ministry of Education record-keeping and the production of Ministry of Education reports. The position is a part of the Academy Administration team, consisting of the Head of School and the Assistant Head of School.

**Responsibilities**:

- Provide ad hoc assistance, information, and encouragement to student members and their families/caregivers on a daily basis.
- Maintain relationships with all Academy stakeholders, including the Ministry of Education, other school officials, and family members/caregivers to ensure complete and accurate student documentation and records.
- Maintain a confidential relationship with the YMCA Academy Head of School related to all staff, student, and family records, correspondence, legal documentation, and Ministry of Education documents.
- Operate and maintain the school's SIS system for attendance purposes, school reports, registrations, transfers, and retirements.
- Submit reports to the Education Statistics & Analysis Branch / Ministry of Education.
- Create, distribute, and process Contracts and Payment details.
- Compile, maintain, and file confidential records such as Ontario Student Records (O.S.R.), budget records, staff and student absenteeism, requisitions, school council records, and reports.
- Compile and maintain in-house statistics and metrics on a multitude of data sets (e.g., Post grad student pathways).
- Manage the front desk and maintain professionalism and organization of the front desk.
- Perform reception duties such as greeting guests; acting as a first point of contact for inbound calls, including academic program inquiries and student/family inquiries.
- Prepare daily announcements.
- Compose, process, and distribute correspondence and reports such as letters to parents/administration, monthly reports, and confidential records; print report cards for teaching staff.
- Perform office management duties, including managing the inventory of office/school supplies and stationery.
- Facilitate student attendance procedures.
- Maintain and provide all school-level forms and templates.
- Provide administrative support to other administrators or projects as required.
- Manage Calendars for the school.
- Perform other duties as assigned.

**What you need to succeed**:

- Commitment to the YMCA’s Mission, Vision and Values
- Focus on the health, safety and wellbeing of all children, youth, and vulnerable people in YMCA programs including understanding legal and moral obligations related to reporting suspected child abuse to Child Protection Services
- YMCA Competencies: Accountable, Relationship-Builder, Improvement-Orientated, Team Player & Leader, Equity and Wellbeing Promoter

**Qualifications**:

- Experience building and sustaining strong relationships with multiple stakeholders, particularly student members and their families/caregivers.
- Previous Independent School experience considered an asset.
- Prior Experience with Customer Relationship Management software an asset.
- Knowledge of Ministry of Education policies and procedures is strongly preferred
- Ability to work effectively with regular interruptions.
- Strong customer service skills, with a demonstrated ability to interact with people in a tactful, polite, professional, and diplomatic way.
- Excellent organizational and interpersonal skills.
- Excellent verbal communication and interpersonal skills, with the ability to interact with respect, discretion, and confidentiality with individuals from many backgrounds.
- Excellent time management skills, with the ability to meet deadlines and effectively monitor tasks through to completion.
- Ability to work well independently and as part of a team.
- Thoroughness, accuracy, and attention to detail in all aspects of work.
- Flexibility in adapting to change and in participating in consultative decision-making processes.
- Demonstrated ability to proactively anticipate business needs, demonstrating resourcefulness and critical thinking; with an eye toward process optimization.
- Knowledge of ONSIS Reporting procedures is an asset.
- Advanced skills with MS Office (Word, Excel, PowerPoint).
- Advanced skills with G Suite Applications (Gmail, Docs, Sheets, Slides).
- Strong database and data manipulation skills.
- Intermediate Skills with Adobe Acrobat and PDF usage.
- Proficient with Windows Operating System.
- Graphics and Image Manipulation skills are an asset.
- Wordpress skills are an asset.

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