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Position: Office Administrator
Organization: High Park Nature Centre
Location: Toronto, Ontario

The High Park Nature Centre is a charitable organization that was established in 1999. Our mission is to promote awareness and respect for nature through year-round, hands-on outdoor nature education and park stewardship. Nature Centre programs inspire a sense of wonder, knowledge and respect for High Park’s natural systems; restore human connections to local plants and animals; and engage visitors in ecological restoration activities to ensure a sustainable future for High Park for generations to come.

The High Park Nature Centre serves a diverse audience of over 14,000 people annually from across the Greater Toronto Area. Through the Nature Centre’s programs, over 80,000 participants of all ages have been able to “give back” to High Park through park stewardship activities like planting native grasses, wildflowers and sedges or removing invasive plant species.

Position: Office Administrator
Job Type: 30 hours/week, Tuesday to Saturday
Salary: $16.50/hour

Job Summary:

As the Office Administrator the primary responsibilities are to respond to/direct customer inquiries and to support the staff in their roles by providing administrative support. There are numerous administrative and organizational tasks that need to be completed in a timely and efficient manner. The Office Administrator is often the face of the High Park Nature Centre when parents/caregivers or participants arrive at the centre and ring the doorbell. We are seeking an outgoing, highly organized, efficient and self-motivated person who loves nature, kids and High Park to join our team.

For full job details please review the enclosed job description.

Qualifications:

  • Post secondary education in Office Administration or a related discipline, with a minimum of one year of experience working in an administration role in either a volunteer or professional capacity OR equivalent combination of work experience and/or education;
  • Experience working or volunteering in a charitable/not for profit environment an asset;
  • Experience working in child and family-focused environment an asset;
  • Experienced in providing positive and professional customer service;
  • Demonstrated organizational skills, attention to detail and ability to meet deadlines;
  • Excellent interpersonal skills and ability to communicate effectively both verbally and in writing;
  • High level of proficiency with MS Office including Excel, Word, Outlook;
  • Experience with Adobe Illustrator and Photoshop an asset;
  • Proficiency with QuickBooks Online and/or CampBrain and/or Craft (website management) an asset;
  • Knowledge of Plooto and HubDoc an asset;
  • Knowledge of Toronto’s ecology and natural history an asset;
  • Ability for effective teamwork as well as independent work;
  • Creativity and enthusiasm with excellent problem solving skills;
  • Proven time management skills and the ability to manage a diverse workload;
  • Strong attention to detail.

Job Description

Administration (70%)

  • Respond to telephone inquiries and receive drop-in visitors;
  • Receive, sort and manage incoming mail and emails;
  • Maintain master HPNC booking schedule in Microsoft Bookings;
  • Set up registration in CampBrain, manage Nature Club, Camp and Adult program registrations in CampBrain (including refunds and transfers) and conduct correspondence regarding registrations as requested to support other coordinators;
  • Manage program wait lists and fill open spots in programs as needed;
  • Process Guides, Scouts and School bookings in CampBrain and follow up on unconfirmed bookings;
  • Take initial bookings for community experience programs and liaise with other Coordinators to support bookings as requested;
  • Manage space sharing and building rentals, including taking bookings and issuing contracts;
  • Update and maintain electronic mailing list on a regular basis (MailerLite);
  • Support the submission of local media listings for all programs;
  • Assist with social media posting as requested;
  • Maintain event calendar on website;
  • Maintain inventory control system for t-shirts, buttons and other merchandise;
  • Monitor office, first aid and cleaning supplies and place orders as needed;
  • Maintain and improve organization of network files;
  • Maintain Lending Library loans and send out return reminders as needed;
  • Maintain Bat Monitor and Toronto Seed Lending Libraries, process loans/returns and send out return reminders as needed;
  • Help keep office technology working and assist staff as needed;
  • Lend a hand to keep shared office and kitchen space clean and tidy.

Bookkeeping (15%)

  • Track invoices, refunds, purchases, and payments in QuickBooks Online;
  • Prepare receipts, issue invoices and follow up on outstanding invoices as needed;
  • Work with the Executive Director to provide information to the Bookkeepers weekly;
  • Process refund requests in CampBrain;
  • Prepare bank deposits and maintain deposit records;
  • Reconcile petty cash (record cash payments in QBO, calculate public service rebates);
  • File electronic records;
  • Assist with the tracking of spending for major grants.

Donations and Memberships (10%)

  • Support staff in monitoring mail and on-line platforms for donations and/or memberships as requested;
  • Support staff in tracking and processing donations and memberships (new and renewing), issuing tax receipts and keeping accurate records as requested;
  • Support the maintenance of an up-to-date database of donors and members.
  • Support the member communications including membership renewals, AGM announcements, and members-only newsletter as requested.

On-Going (5%)

  • Organize, repair, maintain and develop program supplies, props and displays;
  • Ensure daily building maintenance;
  • Ensure animal care;
  • Purchase program and other materials (i.e. animal care supplies);
  • Other duties as required.

Reports to: Executive Director
Hours of Work: 30 hours/week

Tuesday to Saturday (typically 9:30 to 3:30PM with some flexibility)


Closing Date: Wednesday October 20th at 11:59pm

To apply: please fill out the application in our employment portal below. Please add your resume and cover letter to your application in the portal. Click here to apply

Please attach your resume and cover letter as one PDF file to your account after you have completed the application above.

Please indicate you saw this posting at GoodWork.

The High Park Nature Centre is committed to being a progressive organization that is guided by principles of equity, respect and inclusion. We continuously strive to broaden the diversity of our participants, staff and Board – inclusive of race, gender, sexual orientation, identity, religion, ability, ethnicity, experience, national origin and the many other traits that are reflective of the vibrant character and heritage of Canada.


 

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Note: This posting is provided on an "As Is" basis and for general informational purposes only. People and Planet (also known as "GoodWork") is not responsible for the content, accuracy, timeliness, completeness, legality, reliability, quality or suitability of this posting. We do not screen or endorse the organizations or individuals involved. If you decide to accept an offer of employment, volunteering or any other arrangement, you do so at your own risk and it is your responsibility to take all protective measures to guard against injury, abuse, non-payment or any other loss. Please read our full Terms & Conditions.

Current status: Open/apply now.   Date posted: Oct 12 2021    ID: 61573