Old Ottawa South Community Association

  • Summer Program Registration starts June 1

    Summer Program Registration starts June 1

    Whether you’re looking to create a work of art, get some physical activity, or leave your children somewhere after-school, we have you covered. See our program guide.
    Learn more
  • Summer camps

    Summer camps

    Our summer camp registration is up and running! We’ve brought back Firehall classics and introduced some new, exciting camps. Spaces are filling fast, so register now to ensure your space.
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  • Capital Spokes Bike Rodeo & Rally

    Capital Spokes Bike Rodeo & Rally

    On Sunday June 11, 2017 the Old Ottawa South Community Association (OSCA) is partnering with the City’s Safer Roads Program to host a Bike Rodeo in Windsor Park.

    Learn more

OSCA Program Support

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Job Description

Reporting to OSCA’s Executive Director, the OSCA Program Support position will assist in maintaining the administrative operations of two main areas of OSCA programming: Seasonal Program Guide production and registration; and Preschool/Child and Youth programs support, specifically After 4 and Summer Camps.

The OSCA Program Support staff person is expected to manage and complete diverse administrative tasks, including but not limited to: creating draft copies of seasonal guides, assisting with editing and publication of program materials; inputting courses in the registration system; tracking registrations; sending notices to clients; cancelling programs; issuing refunds; answering client emails and inquiries; updating staff and clients with regard to program changes and updates; assisting with registration needs on an ongoing basis; and running a variety of reports from the registration system.

Requirements

Certification

Education

  • Education in related field combined with experience in a similar programming environment

or

  • College or University degree in administration

Skill/Experience

  • Registration database experience;

  • Word, Excel and PPT experience;

  • Exceptional administrative skill with high attention to detail;

  • Excellent oral and written communication skill;

  • Strong customer service and interpersonal skill;

  • Proven ability to multitask in fast-paced environment with competing demands;

  • Ability to work independently and take initiative, especially with problem solving;

  • Proven success working in a collaborative/team environment.

Key Duties and Responsibilities

Program Guide

  • Contact instructors and follow up diligently on all details of course proposals each season.

  • Create seasonal ‘cost estimator’ files and input all pertinent information (class dates, exception dates, fees, supply costs, room location etc.).

  • Input text into draft of the guide for Executive Director to review.

  • Assist the Executive Director and Communications Coordinator with editing final copies of the guide (grammar and spelling, dates/day/time, pricing, instructor’s names, descriptions etc.).

Registration

  • Work regularly with the registration system to add courses, update, conduct transactions, troubleshoot, issue refunds, create lists as needed, etc.

  • Assist the Administrative Coordinator with inputting courses into registration system.

  • Be onsite for quarterly registration nights to assist with registrations and client inquiries.

  • Track registrations in programs and update reports Mondays, Wednesdays and Fridays.

  • Update critical path for cancellation or promotion of programs, and inform Executive Director and other key staff of deadlines.

  • Inform the Executive Director of decision dates for courses according to the critical path.

  • Inform the Executive Director of the need for promotion of programs based on critical path and decision dates.

  • Cancel classes once decisions are made- Cancellation includes- removing classes from the registration system, contacting clients and offering them alternative options, issuing refunds (upon approval of the Executive Director), answering client inquiries, issuing client statements, issuing tax receipts.

  • Create lists of cancelled classes and schedule changes and share with all full time staff and City staff and ensure the list is posted at the front desk.

  • Ensure classes are booked in the City’s booking system, this includes one day workshops.

  • Update shared course bookings calendar.

  • Ensure there are no conflicts with space, and flag any conflicts.

  • Confirm classes, start dates and exception dates with instructors.

  • Collect qualifications from instructors and update qualifications list. Flag inconsistencies to the Executive Director prior to the start of programs.

  • Create attendance sheets.

  • Update and consistently check stats sheets for classes and ensure City staff are filling out stats daily.

Preschool/Child/Youth Program Support

  • Track receivables and submit monthly report to the PCY Director

  • Collect staff qualifications and update list.

  • Post jobs for OSCA recruitment and create list of posting sites.

  • Monitor program/camp registration and report numbers twice weekly (Monday and Friday) to PCY Director.

  • Complete bookings for children’s programs (busses, out trip group confirmations etc.).

  • Update bookings and invoices tracking sheet for Summer Camps.

  • Distribute PD day and Camp notices for parents once PCY Director has submitted final version.

  • Assist with purchasing of supplies for all programs.

Other

  • Update OSCA volunteer contact list.

  • Update, track and assist with promotion of OSCA Association membership.

 

Start Date : When filled

Evaluation and review of duties and pay : Annually

Hours/Duration of Work Term: approximately 30 hours weekly Monday – Friday 9:00am-3:00pm

Salary: $30,000

Probationary period : 3 months

Vacation time

Vacation time must be pre-approved by the Executive Director and is subject to operational requirements.

Three (3) weeks’ vacation per year, accumulated at 1.25 days per month.

 

To apply please send a current resume and cover letter to Christy Savage, OSCA Executive Director at This email address is being protected from spambots. You need JavaScript enabled to view it..  

Please note, we appreciate all applications however, only those applicants who will be interviewed will be contacted. 

Position is open until filled. 

Last modified on Wednesday, 10 May 2017 18:38

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OSCA builds a strong sense of community and engages the residents of OOS through its various programs, services and activities.

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