Administrative Coordinator Ontario Region

Seasonal employment: Part-time September to May, Full time May to August

Posted date: September 21, 2022

Position vacancy Closing date: November 11, 2022
Employment TypeSeasonal
Job ID2257
Pay$19/hour
EffectiveImmediately/immédiatement
HoursThe position is based in Toronto. The Administrative Coordinator will work part-time 15 – 25 hours / week, from September to May, and full-time (37.5 hours/week) from May 1, 2023 until August 31, 2023/Le poste se situe à Toronto. Le coordonnateur administratif travaillera à temps partiel de 15 à 25 heures/semaine, de septembre à mai, et à temps plein (37,5 heures/semaine) du 1er mai 2023 au 31 août 2023.
Location / RegionSummer Work Student Exchange Program, 2200 Yonge Street, Toronto/Le programme Emplois d’été Échanges étudiants 2200 rue Yonge, Toronto
Application DeadlineNovember 11, 2022

Why Work for the Y?

The YMCA of Greater Toronto aspires to be a great work place committed to diversity, equity, and inclusion, where different backgrounds, experiences, and identities are appreciated and celebrated. Guided by our shared values — kindness, well-being, integrity, inclusiveness, respect, and optimism — the YMCA provides thousands of employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. We recognize the contributions of our staff through innovative practices, great benefits, and growth opportunities.

Nature and scope

The YMCA Summer Work Student Exchange is a national exchange program offering opportunities for youth to improve their second official language skills (English/French) while gaining important employment experience. Participants, 16 and 17 years of age, travel to another community within Canada – where the other official language predominates – for 6 weeks during the summer. Youth are provided with a homestay and paid employment to deepen the cultural exchange through immersion. They participate in weekly program activities organized by the Local Coordinator in their new community.

The Administrative Coordinator must be a post-secondary student. They will support the Ontario Regional Coordinator and National Coordinator in the administrative processes of the program. responsibilities including, but are not limited to: creating and maintaining files; following up on outstanding documentation from participants, staff and employers, supporting staff training; supporting program promotion; reviewing expense claims; tracking supplies and inventory; mailing and distributing program materials; assisting in organizing travel; and other projects as they arise.

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Le programme Emplois d’été Échanges étudiants est un programme d’échange national qui offre aux jeunes la possibilité d’améliorer leur connaissance de leur seconde langue officielle (français/anglais) tout en acquérant une expérience de travail pertinente. Les participants, âgés de 16 ou 17 ans, vont vivre dans une autre province canadienne, où l’autre langue officielle prédomine, pendant 6 semaines durant l’été. Les jeunes vivent dans une famille d’accueil et occupent un emploi rémunéré afin d’approfondir leur expérience interculturelle par le biais d'une immersion. Ils participants à des activités de group hebdomadaires organisées par un coordonnateur local.

Le poste de coordonnateur administratif sera occupé par un étudiant de niveau postsecondaire qui appuiera la Coordonnatrice régionale et la Coordonnatrice nationale dans les éléments administratifs du programme d’échange. Ces éléments comprennent : création et maintenance de dossiers; suivi auprès des participants, du personnel, des hôtes, et des employeurs quant aux formulaires et réclamations manquants; soutien à la formation du personnel; soutien à la promotion du programme; examen des réclamations de dépenses; inventaire; distribution de matériel de programme; aide à l’organisation du déplacement pour plusieurs centaines de participants et de personnel; et d'autres projets selon les besoins.

Responsibilities

Provides administrative support to the Regional Coordinator and National Coordinator.
Communicates with Staff and Employers, regarding outstanding forms and expense claims.
Assists the Regional Coordinator with staff training (logistics and some training sessions) and program promotion.
Assists the National Coordinator with travel organization.
Collaborates with other Administrative Coordinators across the country.
Once or twice per summer, conducts program-monitoring visits.
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

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Offrir un soutien administratif à la Coordonnatrice régionale et la Coordonnatrice nationale.
Communiquer avec le personnel, les employeurs et les organisations de soutien local concernant les formulaires et les réclamations en attente.
Appuyer la Coordonnatrice régionale dans les domaines de la formation du personnel (logistique et quelques sessions de formation) et de la promotion du programme.
Appuyer la Coordonnatrice nationale dans le domaine du transport.
Collaborer avec les coordonnateurs administratifs à travers le pays.
Une à deux fois par été, participer à une visite de surveillance du programme.
Effectuer toutes autres tâches connexes qui lui sont confiées.

Ce dont vous avez besoin pour réussir :

Engagement envers la mission, la vision et les valeurs du YMCA
Mettre l’accent sur la santé, la sécurité et le bien-être de tous les enfants, jeunes et personnes vulnérables dans les programmes du YMCA, y compris la compréhension des obligations légales et morales liées au signalement des cas présumés de maltraitance d’enfants aux Services de protection de l’enfance
Compétences du YMCA : Responsable, bâtisseur de relations, axé sur l’amélioration, joueur d’équipe et leader, promoteur de l’équité et du bien-être

Qualifications

Bilingualism in French and English is strongly preferred
Experience with administration
Experience with event coordination or travel coordination or would be an asset
Strong organizational and problem-solving skills, as well as attention to detail
Ability to work independently
Excellent written communication skills
Well-developed interpersonal and relationship building skills; ability to establish rapport with members, staff and volunteers
Commitment to working in a socially inclusive environment responding with sensitivity and personal awareness to the diverse needs of members including visible and non-visible dimensions of diversity
The position requires the following Core Association Competencies. Advanced competence in: Effective Interpersonal Communications; Ethics and Self-management; Being Member Focused; Being Results Focused; Teamwork and Collaboration; Valuing Diversity and Social Inclusion. Fundamental competence in: Relationship Building and Partnering.
Eligibility:
Currently enrolled in a post-secondary program
Flexibility regarding assigned working hours, including some evenings and weekends

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Le bilinguisme en français et en anglais est fortement préféré
Expérience en administration
Expérience en coordination d’événements ou de logistique de voyage un atout
Solides compétences organisationnelles et capacité de résolution de problèmes
Aptitude à travailler de façon autonome
Excellentes compétences en communication écrite
Bonnes compétences interpersonnelles et relationnelles; capacité à établir la communication et d’entretenir d’excellents rapports avec les membres, le personnel et les bénévoles
Un engagement à travailler dans un environnement d’inclusion sociale et à répondre de manière sensible aux différents besoins des membres selon les dimensions visibles et invisibles de la diversité
La préférence sera accordée aux candidats qui peuvent communiquer en français et en anglais
Le poste requiert les compétences suivantes. Compétence avancée en: Entregent et communication interpersonnelle; Éthique et gestion de soi; Mettre l’accent sur les membres; Mettre l’accent sur les résultats; Travail d'équipe et collaboration; Valoriser la diversité et l'inclusion sociale. Compétence fondamentale en: Établir des liens et des partenariats.

Admissibilité :

Le candidat doit être inscrit à un programme d’études postsecondaires
Flexibilité quant aux heures de travail affectées, incluant certains soirs et fins de semaine

How to apply

For more information and to apply,

Please visit https://swse.ymcagta.org/work-for-us

Pour obtenir plus de renseignements et soumettre votre candidature,

veuillez visiter notre site web https://swse.ymcagta.org/work-for-us-french

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.

If you are hired, prior to your start date and as a condition of your employment, you will be required to provide proof that you are fully vaccinated against COVID-19 or have a valid medical or other Human Rights Code-related exemption.

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.

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About YMCA of Greater Toronto

The YMCA of Greater Toronto is a charity that ignites the potential in people, helping them grow, lead, and give back to their communities. As outlined in our 2020–2025 strategic plan, Ignite the Light, we are focused on boosting well-being and promoting equity across the Greater Toronto Area (GTA). In the future we see for our region, everyone will have opportunities to shine their brightest.

Mirroring the diversity we’re privileged to have in the GTA, our YMCA offers a variety of programs responding to the needs of our communities. For 170 years, the YMCA of Greater Toronto has provided opportunities for people to shine through a variety of programs and services including health and fitness, licensed child care, camps, employment and immigrant services, education and training, and services for youth, families, and seniors. When you donate to the YMCA of Greater Toronto, you help ensure more people get access to these vital programs that help them connect, grow, and reach their full potential.

Visit www.ymcagta.org to learn more about our work to build vibrant communities where everyone can shine.