Auxiliary Program Co-ordinator

1 week ago

Toronto, Canada Bishop Strachan School Full time

**Auxiliary Program Co-ordinator**
- Permanent - Full Time
- On-Site
- Annual Salary Range: $60,000 - $65,000

For over 155 years, The Bishop Strachan School has been helping talented girls become fearless women who are able to navigate the world with intellectual curiosity, agility, and compassion. Our history is bound up with our bold mission - to "inspire girls to be fearless; educate them to be leaders" - and we continue to do that today.

We are currently looking for an Auxiliary Program Co-ordinator who responsible for managing and coordinating after-school and summer programs that sit outside regular school hours. This includes operational facilities tasks like managing rental community contract logistics, space management and utilization, event coordination, communication with rental community and supporting facilities projects. The Auxiliary Program Co-ordinator will help drive revenue for the school through marketing the facilities, attracting new vendors, and renting out spaces in the school. The Auxiliary Program Co-ordinator will have a service-oriented approach, excellent communication skills, and ability to work flexible hours including evenings and weekends. The responsibilities of this role are fulfilled primarily through collaboration and teamwork with other managers and support staff.

**Hours of Work**:

- September (after Labour Day) to June 30:_
- Sunday: 9:00 am to 5:00 pm
- Monday to Thursday: 2:30 to 10:30 pm
- July 1 to Labour Day Monday:_
- Monday to Friday: 8:00 to 4:00 pm

**Specific Accountabilities**- Develop, organize, and manage after-school and summer programs ensuring they align with the mission and philosophy of the school and serve the needs of the community including:- Manage existing contracts and develop new contracts
- Review and support the creation of rental agreements, proposals, fee setting and event orders
- Coordinate with Athletic Director to assist with set up and tear down for games in the afternoon and after school
- Collaborate with other departments in the school for room booking
- Act as liaison to the rental community
- Develop and foster relationships with existing clients to ensure continued business
- Work with Finance team on collecting and processing payments and for maintaining accurate documentation and records
- Coordinate marketing and lead generation activities to secure new clients
- Monitor all program revenue and expenses on a monthly basis and inform the Assistant Controller of any anticipated variances; ensure hourly and daily fees are priced appropriately
- Assist in budget preparation and quarterly forecasting
- Establish procedures that facilitate ongoing assessment of programs with the aim of improvement and maximization of revenue derived
- Supervise use of the building for after-school and summer programs and ensure proper school space maintenance, including:- Orient rental parties to the policies and procedures related to the rental and to the proper use of facilities, including equipment
- Work with Security Supervisor to ensure proper on-site security and that all attendees exit at end of their contract
- Walk through spaces during rental times to ensure proper care of BSS property
- Meet and greet teams, coaches and summer camp staff
- Work with service staff to ensure rental setup is completed in a timely manner; assist during set-up/clean-up as needed and make sure spaces are ready for school use the next day
- Clear school spaces prior to external rentals (i.e. collect items left behind by students/staff and place in BSS lost and found)
- Perform final rounds and ensure all equipment is in working order and stored according to standard operating procedures and ensure that the facility is cleared of all personnel and users before lock up
- Responsible for coordinating maintenance of BSS Ice Rink (November to March)
- Safety and risk management:- Train rental community to operate and move equipment in a safe and effective manner when needed
- Train rental community on crisis management procedures
- Perform assigned evacuation and security duties during emergency situations when facilities are being used by external rentals
- Respond appropriately to emergency first aid and safety situations in accordance with BSS standard operating and emergency procedures and complete appropriate injury/incident reports
- Embed diversity, equity, inclusion, and belonging values into all activities**Skills, Experience and Attributes**- Successful completion of a university degree or relevant college diploma-
- Availability to work evening/weekend shifts-
- Scheduling flexibility to meet the requirements and/or changing needs of the school, in response to high traffic activity is preferred-
- Willingness to work in adverse weather conditions and have the ability to lift up to 50 lbs-
- Ability to interface and maintain effective relationships with vendors, students, employees, and parents/guardians-
- Strong oral and written communications skill

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