Administrative Operations Coordinator

2 days ago


Toronto, Ontario, Canada Toronto Foundation for Student Success Full time

At Toronto Foundation for Student Success, we help mitigate poverty issues that prevent children from thriving in school. Our organization works with schools, partners, governments, donors, and other organizations to provide safe and inclusive programs supporting students in underserved communities.

We believe that improving the health and well-being of children leads to better academic performance and a brighter future. As one of the Top 5 Impact Toronto Charities and a Top 10 Impact Canadian Youth Charity, recognized by Charity Intelligence Canada, our team makes a direct, positive impact on the lives of children and youth across Toronto.

We are seeking an experienced Program Administrator to join our team. In this role, you will play a crucial part in ensuring the smooth operation of our beyond 3:30 and Clinics programs through exceptional administrative support.

The ideal candidate is detail-oriented, highly organized, and capable of managing multiple tasks while maintaining accuracy and efficiency. This position reports to the Programs Director.

Duties and Responsibilities:
  • Maintain accurate data entry and upkeep of data management systems for both beyond 3:30 and clinics.
  • Verify and maintain accurate records within the TDSB Tracking Tool.
  • Input data for visual acuity testing results and screening outcomes.
  • Manage the migration of student data into CDS.
  • Maintain network drive files, including success stories, photographs, video clips.
  • Ensure complete and accurate beyond 3:30 registration & attendance records.
  • File monthly online reports to Ministry of Tourism, Culture & Sports (MTCS).
  • Create and manage SharePoint and OneDrive infrastructure for efficient sharing and submission of beyond 3:30 program documents.
  • Leverage online platforms to enable program operation.
  • Ongoing communication with Program Managers to ensure accuracy of records.
  • Reconcile programs' monthly expense reports.
  • Schedule and coordinate meetings, interviews, appointments, events, and other activities.
  • Prepare documents, forms, schedules, letters as required.
  • Complete purchasing requests for office supplies, clinic supplies, printing, and other occasional items.
  • Support the GSS Program administratively as required.
  • Maintain the supply and inventory list for programs.
  • Delivery of supplies to program sites as needed.
Education, Experience, and Requirements:
  • Minimum 4 years' administrative work experience.
  • Some post-secondary education in Administration or a relevant field.
  • Ability to maintain complete and accurate data records and quickly learn new software.
  • Excellent computer proficiency (MS Office – Word, Excel, and Outlook).
  • Access to a vehicle, valid driver's licence, and clean driver's abstract.
  • Ability to travel to different program sites across the city as required.
  • Strong communication and interpersonal skills.
  • Exceptional organizational skills and attention to detail.
  • Demonstrated ability to work effectively alone and in a team.
  • Ability to lift 25 pounds.
  • Valid vulnerable sector screening police clearance.
  • Knowledge and experience in after-school and community programs are a great asset.
Location, Hours of Work, and Compensation:
  • The salary range is $55,000 to $60,000 per year.
  • The regular work hours are Monday to Friday, 35 hours per week.
  • This position is currently based in Scarborough and is eligible to participate in the hybrid/remote work program.
  • Some travelling to program sites is required.


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