Old Ottawa South Community Association

  • Fall Fest Success!

    Fall Fest Success!

    Thank you to everyone who made this year's event a wonderful success!
    More info
  • Fall 2018 at OSCA

    Fall 2018 at OSCA

    Our Fall session is in full swing! Check out our Fall 2018 Program Guide for more information, it's never too late to register!
    More info
  • Christmas Craft Show 2018

    Christmas Craft Show 2018

    Join us on Sunday, November 25th from 10:00 am-4:00 pm at the Firehall. We have over 40 vendors for this year's show! Read more about what you can expect.
    More info
  • Old Ottawa South Resident? Join OSCA - it's free!

    Old Ottawa South Resident? Join OSCA - it's free!

    If you wish to vote for the OSCA Board, you must be an OSCA member. If you wish to stand for election to become a Board member, you must also have signed up as a member at least three months before the AGM. To become a member click below and register today - it’s free! Want to join the OSCA Board? Contact the Nomination Committee at nominations [AT] oldottawasouth [DOT] ca.
    More info
  • Register for OSCA Programs

    Register for OSCA Programs

  • OSCA Celebrates 40 years!

    OSCA Celebrates 40 years!

    2018 marks the 40th anniversary of The Old Ottawa South Community Association! Stay tuned for a wonderful year filled with celebration. Throughout 2018 we'll be looking back on the wonderful years we've had, and planning for the even more amazing years ahead! Stay connected with us through Facebook, Twitter, and Instragram as we celebrate our anniversary! @OldOttSouth
    More info

Administrative Support

Print Email

Job Description OSCA Administrative Support 

Reporting to OSCA’s Executive Director, the OSCA Administrative Support position will assist in maintaining the administrative operations of OSCA.

The OSCA Admin Support staff person is expected to manage and complete diverse administrative tasks, including but not limited to: training and assisting Customer Service Reps at the front desk; serving clients when needed at the front desk; editing seasonal guides, assisting with editing and publication of program materials; inputting courses in the registration system; tracking registrations; sending notices to clients; cancelling programs once approved; 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

●    Standard First Aid, CPR C & AED 
●    Valid Police Records Check (Vulnerable Sector) 
●    Accessibility for Ontarians with Disabilities (AODA) and IASR training, which can be found at http://accessforward.ca/front/customerService/ 
●    IASR (Integrated Accessibility Standards Regulation) Training, which can be found at http://ottawa.ca/en/city-hall/get-know-your-city/volunteering/other-volunteer-opportunities-city/iasr-training-volunteers 
●    Complete Health and Safety Awareness Training, which can be found at https://www.labour.gov.on.ca/english/hs/elearn/worker/index.php

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 with inputting courses into registration system.
  • Track registrations in programs and update reports.
  • Update critical path for cancellation or promotion of programs and inform key staff of deadlines.
  • Assist with all aspects of cancellation of classes once approved. 
  • Assist with creation of class cancellations and schedule changes; share with OSCA and City staff and ensure the list is posted at the front desk. 
  • Confirm classes, start dates and exception dates with instructors and send reminders.
  • Collect qualifications from instructors and update qualifications list. Flag inconsistencies to the Executive Director prior to the start of programs. 
  • Create attendance sheets.
  • Update City statistic sheets with weekly attendance in programs. 
  • Assist with purchasing of supplies for all programs.

Volunteer Program Support/OSCA Membership Support

  • Update and manage OSCA’s volunteer list.
  • Update and manage OSCA’s membership list.
  • Create and oversee the membership section on the OSCA website 

Other

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

Start Date
Evaluation and review of duties and pay: Annually 
Hours/Duration of Work Term:  37.5 hours weekly Monday – Friday 8:30am-4:30pm with a 30 minute unpaid lunch break daily.
Salary: range $28,000-$35,000 annually
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. 

If interested, please send a resume and cover letter to oscaprograms [AT] oldottawasouth [DOT] ca.  

Last modified on Thursday, 26 July 2018 12:32

More in this category: After 4/PD Day Counsellor »

Green Dreamers

Old Ottawa South's Community Garden Brigade
More

Senior Watch OOS

Creating an age-friendly community
More

OSCA's mission

Our Goals

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

Read more

OSCA Programming News

Sign up for “Between the Bridges”

captcha 

Contact us

613-247-4946