Job Posting

Office Administrator


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.

General Responsibilities:

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

Program Responsibilities:

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



January 28, 2021

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