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Program Administrative Specialist

2 weeks ago

Cambridge, Canada Tim Hortons Foundation Camps Full time

Tim Hortons Foundation Camps help youth from underserved communities achieve their full potential through multi-year, overnight camp experiences. Whether at camp or back home in their communities between visits—our youth work to build social, emotional, leadership and innovation skills and behaviours like volunteerism and motivation to learn so they become civically and academically engaged, and successfully transition to adulthood.

At Tims Camps, we are catalysts for good - helping our youth participants and teammates be the best they can be, developing personal and career growth. We empower young people with skills to open doors to their future. That is our North Star and, together, we help shape leaders that build stronger communities.

**Job Summary**

The Program Administrative Specialist plays a critical role in ensuring seamless coordination and administrative support for Tims Camps programming and operations. This role is responsible for managing the full cycle of school program registration, supporting internal systems, maintaining accurate records, and providing responsive support to the classrooms/communities and operations teams. As a critical member of this growing team, this role requires adaptability, strong communication skills, and a passion for working in a mission-driven environment.

**Work Location**

This role will be based out of our Home Office location. Our Home Office is located on the grounds of Tim Horton Onondaga Farms located in St. George Ontario. Upon completion of training, this position will ideally follow a hybrid work schedule, with a minimum of three days per week in the office and up to two days working remotely.

**Employment type**

This is a full-time permanent position.

**Posting Type**

Internal and external.

**KEY RESPONSIBILITIES**

**Community/Classrooms Program**
- Manage school registration processes across multiple program regions using CRM (Salesforce) and internal registration systems.
- Monitor registration numbers, troubleshoot issues, and support school partners through the registration process.
- Maintain accurate participant records and data integrity across platforms.
- Generate regional rosters and registration reports for field staff, program leads, other stakeholders, reports, and other data as require.
- Track required documentation and follow up on incomplete submissions.
- Support outreach to new school partners in specific regions.
- Coordinate meetings and follow-ups between Tims Camps staff and school leadership.
- Serve as the primary contact for registration-related inquiries from families, schools, and community partners.

**Camp Programming & Operations**
- Lead the formatting and distribution of updated protocols, guidelines, manuals and forms.
- Manage camp-based accreditation documentation folders and review cadence.
- Format and update camp-based audits, checklists, and operating procedure documents.

**Administrative Coordination**
- Provide general administrative support to the Classrooms/Community and operations teams including scheduling, document preparation, and communications.
- Support internal communications and knowledge-sharing among national and regional teams.
- Complete and maintain inventory and ordering of program supplies and materials including journals, commemorative gifts, and summer team t-shirts.

**Systems & Process Improvement**
- Contribute to the development and refinement of registration and administrative processes to increase efficiency and scalability.
- Maintain and improve user guides, templates, and SOPs.
- Support the implementation of new tools or platforms (e.g., CRM, LMS engagement software, communication systems, etc.)

**QUALIFICATIONS**
- 5 years of experience in administration, program coordination, registration, or similar roles
- Experience working in nonprofit, education, or youth development environments is an asset
- Proficient with database systems (e.g., Salesforce or similar platform)
- Highly organized with excellent attention to detail and time management skills
- Strong written and verbal communication skills in English (French is an asset)
- Strong digital and technology skills using Microsoft Office and virtual meeting tools
- Ability to work independently and collaboratively across remote teams in a fast-paced, dynamic environment.
- Commitment to equity, inclusion, and supporting the development of young people

**Application Instructions**

**We're** Great Place to Work® Certified.**

Tim Hortons® Foundation Camps is proud to be Great Place to Work® certified for the fifth year in a row.

**Commitment to Equity, Diversity & Inclusion**

Tim Hortons® Foundation Camps is committed to a fair and inclusive work environment and seeks talent with a diversity of life experiences and perspectives. We are an equal opportunity employer that hires talent regardless of age, race, creed, color, religion, national origin, ancestry, marital status, affectional or sexual orientation, gender