Organization: Willowgrove is a not-for-profit, land-based charity located on Green Belt land in Stouffville, ON. Since 1968 it has been offering educational and recreational experiences outdoors, focused on nurturing the social, and emotional health of children and families. Willowgrove currently offers programming in outdoor education, nature school, facility rentals, camps, indigenoius learning, and agriculture.
Job Location: This position is located at Willowgrove, 11737 McCowan Road, Stouffville, ON – York Region.
Purpose: Willowgrove is seeking a halftime (50% FTE) Office Administrator to provide program support, act as receptionist, and oversee scheduling, registration/bookings, invoicing, communications, as well as other administrative duties in tandem with Willowgrove’s various programs.
Responsibilities: Applicants must have a strong desire to work as a team, have detailed organizational skills, excellent communication, and be familiar with/willing to learn CampBrain, MailChimp, MembershipWorks, and Google Drive/Gmail. The Office Administrator position reports to the Executive Director and Bookkeeper.
Answer all inquiries via phone and email, and ensure that the answering machine is updated
Manage ordering office and cleaning supplies
Manage the Willowgrove Google Calendar for staff and update the calendar in the office
Update the Year-to-Year Comparison document every month
Manage the Willowgrove MailChimp account including importing contacts, cleaning up mailing lists, etc.
Attend all Willowgrove Staff meetings
Attend and assist with Willowgrove Events and community functions where needed
Assist the Executive Director with planning the Annual General Meeting and any other office support
Other duties as assigned to support the mission and programs of Willowgrove
Manage and review all program registrations in CampBrain, ensure accounts are correct, and uptodate, and forward the necessary inquiries to the appropriate Director/Supervisors
Keep track of overdue accounts and send reminders to families ensuring that all accounts are paid in a timely fashion
Send yearly income tax receipts
Prepare and send birthday cards for mailing each month
Assist with various marketing tasks throughout the year
Send reminder emails and communications to clients
Assist program Directors with collecting references for new staff applicants and managing staff paperwork
Manage all membership applications in MembershipWorks, and ensure all member accounts are accurate and up to date
Create and manage all ticket sales for workshops and events through MembershipWorks
Manage all facility rentals in CampBrain and coordinate supervision with hosts
Manage all online sales (tuck shop) and onsite sales through Square
Applications: Interested parties are encouraged to submit a resume and cover letter outlining their interest, and demonstrating clear understanding of the Willowgrove Mission. Applciations or inquiries can be sent to Johnny Wideman, Executive Director, at firstname.lastname@example.org