Outdoor Experiences Coordinator

Girl Guides of Canada•Toronto, ON

1d•CA$45,600 - CA$53,820•Hybrid

About The Position

Reporting to the Team Lead, Outdoor Experiences, you will be responsible for supporting the delivery and continuous improvement of experiential learning opportunities for girls and youth through coordination, administration, information management, and partner support. The role works collaboratively with staff, volunteers, families, and external partners to ensure high-quality, safe, and engaging outdoor experiences while contributing to consistent processes, positive participant experiences, and ongoing organizational learning.

Requirements

University Degree or College Diploma (business administration or accounting courses preferred)
2-3 years experience working in office administration with some experience in the areas of expense tracking, data management and analysis, and/or project management.
Intermediate to advance skills using Microsoft Word, Excel, and Outlook
Must be able to visit Liberty Village office 2-5 days a month at most.

Nice To Haves

Work experience in a non-profit or volunteer environment.
Experience working with a diverse population of volunteers within the non-profit sector.
French language skills/fluency (and any other language spoken in Canada).
Previous experience with database software (iMIS) preferred.
Voluntary sector experiences.

Responsibilities

Seasonal creation of registration forms and reports.
Process all Outdoor Experience (OE) registrations, including Outdoor Experience Financial Assistance (OEFA), performing maintenance and following up with primary registrants as needed.
Provide property booking data and financial reports to OE staff, and other departments as needed; provide data as requested in a clear, easy to understand manner.
Update MetaLocator and Event Calendar data seasonally and as needed.
OE Department Records Retention for Sharepoint folders.
Provide support, information and direction for volunteers and parents/guardians to secure and support OE registrations.
Identify areas of concern with processes from own work or through interaction with volunteers and parents/guardians and works in partnership with the Outdoor Experiences Team Lead, or other staff as appropriate, to resolve.
Creates and/or modifies OE webpages and documents, including Guide Post messaging, email templates, reports, and tracking sheets as directed.
Prepare and compile pre-arrival handbooks, rooming list and kitchen/medical forms or waivers as needed and share them with primary registrants for OE planned programs.
Provide data to and support Engagement Volunteer through Responsible Guider selection process for OE planned programs.
Provide role and expectation details to each Responsible Guider.
Work with OE Team Lead to support initial connection, then liaise with facilities for OE planned weekends, providing data and forms/waivers when required.
Budget tracking for OE planned programs expenses.
Code and pay expenses for Outdoor Experiences in the correct manner; follow-up with service providers for invoicing as needed.
Complete OE reconciliation as requested by finance or OE Team Lead or ON/QC Regional Manager.
Process Unit bank transfers for OE Registration payment.
As the front-line face of the organization to volunteers and parents/guardians, ensure that a positive customer service relationship is always maintained.
Respond to inquiries via phone and email maintaining established service standards.
Create/update and submit required Safe Guide (SG) forms for planned programs, and preferred vendors and post to the appropriate webpage(s).
Prepare SG SurveyMonkey Apply submissions for planned program weekends.
Prepare, send and monitor OE feedback surveys.
Work collaboratively with OE staff team and the greater Program & Impact team, seeking and providing support during peak times, vacations, or illness.
Ensure that all documentation is maintained under the privacy and confidentiality procedures of GGC and relevant legislation.
Adhere to occupational health and safety practices.
Participate in staff training program(s).
Make recommendations for improving processes.
Other duties as required.