Day Camp Administrative Coordinator
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
YMCA of Greater Toronto’s Camping and Outdoor Education department offers the highest quality Day Camp programs for children and youth in approximately 50 locations across the Greater Toronto Area. Our Summer Day Camps offer numerous programs for 4-16 year olds that are safe, engaging, fun and contributing to the YMCA of Greater Toronto.
Administrative Coordinators will each administratively support a number of assigned day camp locations. These coordinators will play a vital role in ensuring all paperwork is received, completed accurately, and entered into our HRIS data base so that staff will be documented and in our system. During the summer the Day Camp Administrative Coordinator’s will ensure all accident/incident reports, invoices, and visa reconciliations are submitted and tracked, as well as the data-entry of payroll hours for their assigned region. Day Camp Administrative Coordinators will also be responsible for attendances, making camper groups, and ensuring Camp Directors are hiring to enrollment at their locations. Weekly they will be responsible for the collection of various documents from campsites and following up with Camp Directors as required.
Completes accurate and timely data entry in the HR database within the deadlines for each pay period. This includes hiring packages, employee personal data, job code information, and police record checks. Ensures all staff packages are correct and complete in our Smartsheet program prior to sending to Human Resources department to ensure compliance in child protection audits.
Completes accurate and timely entry of payroll hours into the payroll database within the assigned deadlines for each pay period, for the staff at their assigned camp locations to ensure staff are paid on time. Ensures any payroll discrepancies are sorted in a timely manner, escalating any concerns to the day camp manager.
Completes weekly task of accurately sorting camper groups in Excel within assigned deadlines, for each assigned camp location. Ensures all medical and camper information is accurate and flags any concerns to the day camp manager.
Provides administrative leadership and support to Camp Directors with a minimum of weekly check-ins to support the on-site organization and collection of documents. Completes staff file audits to ensure compliance. Provides coaching and mentoring to Camp Directors, and feedback to Senior Directors to ensure Directors are supported in their role.
Ensures all additional assigned administrative tasks are completed accurately and on time including tracking accident/incident reports, collecting weekly attendances and audits, collecting Directors visa receipts and reconciling online, ensuring camper birthday cards are completed and filed by month, and other duties as assigned to ensure the smooth operations of our day camp programs.
Supports with creating and maintaining a positive office environment through demonstrating a team-player mentality, supporting colleagues and sharing the responsibility of keeping the office environment clean and organized so everyone feels welcome and excited to come to work each day.
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.
- Post-secondary education (or currently enrolled in) business, administration or related program preferred
- Experience working at Camp environment preferred
- Experience working in an administrative or office environment preferred
- Only those individuals legally entitled to work in Canada will be considered for employment with the YMCA of Greater TorontoSkills & Competencies:
- 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
- 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
- Knowledge and experience in Microsoft Word, Excel and Outlook and CLASS preferred
- Must have access to a vehicle and willing to travel within an assigned region
- Must be available to work evenings and weekends in the spring
- The position requires the following Association 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; Strategic Orientation and Change Management
How to apply
Please follow the link below to submit your application
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.
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.