Day Camp Administrative Coordinator

Seasonal Fixed Term Contract

Posted date: December 14, 2018

Position vacancy Closing date: January 25, 2019
Employment TypeSeasonal
Job ID0773
PayStarting Rate: $17.00/hour
EffectivePart-time hours from February 24th – June 20th; Full-time hours from June 21st – August 30th, 2019
Reports toSummer Day Camp Manager
Location / Region120 Shields Court, Markham #DayCamp2019
Application DeadlineJanuary 25, 2019

Why Work for the Y?

YMCA of Greater Toronto aspires to be a great work place through an environment that embraces diversity and social inclusion, valuing differences and supporting full participation by all employees. The YMCA provides almost 6,000 employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. The YMCA works to build healthy communities. This is achieved through a shared culture and values. We recognize the contributions of our staff through innovative practices, great benefits and growth opportunities.

Nature and scope

YMCA Camping Services offer the highest quality Day Camp programs for more than 9000 children and youth in 55 locations across the Greater Toronto Area. YMCA Summer Day Camps offer numerous programs for 4-16 year olds that are safe, engaging, fun and contributing to the YMCA of Greater Toronto’s vision: Our communities will be home to the healthiest children, teens and young adults.

Based out of our new Day Camp Office in Markham, our 8 Day camp Administrative Coordinators will play an integral role in the set up and delivery of our Y Day Camp programs, as they administratively support their assigned 7 Day Camp Locations.  Day Camp Administrative Coordinators will play a vital role in the hiring of over 900+ staff, setting up interviews for Directors, completing reference checks, hosting contract signing nights and ensuring all paperwork is received completed, accurate, and entered into People @ Work on time. During the summer the Day Camp Administrative Coordinator will ensure all accident/incident reports, invoices, LTMs and Visa reconciliations are submitted and tracked, as well as the data-entry of payroll hours and volunteer hours for their assigned region. Day Camp Administrators will also be responsible for pulling camper attendances weekly, making camper groups and ensuring Camp Directors are hiring to enrollment at their locations, supporting our program team in the organization and inventory of our Day Camp Warehouse, as well as other duties as assigned.

Responsibilities

Monitors registration system (CLASS 7.0) daily to ensure Camp Directors are aware of camper registration numbers, staffing to registration, and families are given sufficient notice if we must change a camp program / bus route to ensure a high level of customer service.

Acts as a liaison with our YMCA Program Support Departments by ensuring all accident/incident reports filled out by camp staff are complete and accurate; informs Risk and/or HR of any major incidents and submits all reports in a timely manner. Codes and submits day camp invoices to finance weekly and ensures Senior Directors are submitting LTMs, Visa JVs etc on a monthly basis for their Directors to ensure all payments are made in a timely manner

Ensures administrative tasks are completed accurately and on-time including submitting invoices & LTMS to finance in a timely manner and tracking them, as well meeting deadlines for People@Work (data entry of staff contracts) volunteer paperwork as well as entering volunteer hours in Razors Edge

Ensures payroll hours are entered into EZ Labour accurately and on-time for assigned region of up to 150 camp staff bi-weekly 

Supports the hiring of our Day Camp Staff by working with Senior Director Team to ensure Directors are supported setting up & conducting camp staff interviews as well as completing reference checks, and all paperwork associated with staff hiring, imputing information into the HR shared drive and People @ Work as well as interviewing as required to ensure the hiring of a well-qualified staff team prior to training commencing

Assists with camp promotion and strategic marketing which may include marketing in schools, at camp fairs and community events to help achieve our camper target numbers

Acts as a positive role model for children, youth and fellow staff through embodying the values of the YMCA, following all YMCA day camp guidelines, YMCA policies and procedures, OCA standards, High 5 Standards etc

Supports Camp Directors & Senior Directors to ensure they are meeting the expectations of their role through ensuring they are submitting their LTMs, Invoices, Visa JVs, and other documents on time 

Assists with Camper Family Communication including sending out weekly emails to registered camper families with information about the upcoming week, following up with Camp Directors to ensure the information is accurate, informative and sent out on time

Demonstrates appropriate behaviours in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association.  Represents the YMCA and the Association in a professional manner.

Understands the legal responsibilities and moral imperative to report suspected child abuse to Child Protection Services.

Understands the importance of the volunteer staff partnership and integrates the value of philanthropy and volunteerism in dealings with members, volunteers, donors and staff.

Other duties as assigned.

Qualifications

  • Post-secondary education (or currently enrolled in) business, administration or related program
  • Excellent multi-tasking, organizational skills and attention to detail required
  • Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, staff and volunteers
  • Excellent written communication skills
  • Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and non-visible dimensions of diversity
  • Knowledge and experience in Microsoft Word, Excel and Outlook and CLASS preferred
  • Access to a motor vehicle and a valid driver’s license preferred; there is some travel across GTA
  • Must be available to work some evenings and weekends in the Spring, including an overnight in Muskoka Monday June 3 – Wednesday June 5, 2019
  • Must be able to attend Y Leadership Academy training, June 10 – 14 2019 during the day in the GTA
  • The position requires the following Association Competencies: fundamental competence in: Effective Interpersonal Communications; Teamwork and Collaboration; Ethics and Self-Management; Being Member Focused; Relationship Building and Partnering; being Results Focused; Valuing Diversity and Social Inclusion; Association Management and Stewardship; Building Community Relationships and Resources; Cross Functional Integration; Leadership; People Management; Planning and Initiative

How to apply

Please upload cover letter and résumé below. Job offers are contingent upon the successful completion of a Vulnerable Police Records Check.

Job offers are contingent upon the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required.

The YMCA of Greater Toronto values the diversity of people and communities and is committed to excellence and inclusion in our Association. We are committed to an environment that is barrier free. If you require accommodation at any stage during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.

Apply for this job

Provide us with information in the form below

All fields are required unless marked optional.

Are you currently employed by the YMCA?

Are you currently a volunteer with the YMCA?

How did you first find out about this employment opportunity?

Attach Resume
MS Word or PDF only (up to 2MB)

Attach Cover Letter
MS Word or PDF only (up to 2MB)


* Please click on the Submit application button only once you have reviewed all your information and are ready to proceed with application submission. It is advised not to click on the back or refresh buttons on your browser while submission is in process. Doing so may interrupt the process and result in your application not being submitted.

About YMCA of Greater Toronto

The YMCA of Greater Toronto is a dynamic charity offering opportunities for personal growth, community involvement and leadership. Our 2010-2020 strategic plan Strong Start Great Future calls upon our Association to invest in young people across their life stages to deliver on our vision of ensuring our communities will be home to the healthiest children, teens and young adults. This community health strategy includes a significant role for adults and older adults.

Mirroring the region’s diversity, the YMCA offers a variety of programs responding to the needs of the community, including employment and essential skills, education, newcomer programs, youth outreach and intervention, fitness, sports and aquatics, international programs, child care and camps.

When you support the YMCA of Greater Toronto’s Annual Giving, you help us ensure more children, youth and young adults have the chance to be healthy… and so much more. We believe that by providing our children with a strong start, they will have a great future. And, ultimately, strong, healthy children mean strong, healthy communities in the GTA for the years to come. www.ymcagta.org

Greater Toronto's Top 2016 Employers
2015 Canada's Best Diversity Employers
2015 Canada's Greenest Employers
Canada's Top Employers for Young People 2016