Program Administrative Assistant

(Afiwi Groove School)

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Position ID: V-OSH0721
Last Modified: 06 Mar 2024
Last Full Update: 06 Mar 2024

Opportunity Details: Program Administrative Assistant

Contact Sanaaj Mirrie, Program and Cultural Director, Afiwi Groove School; Phone: 647 393 8035; Email:

•        Assist with establishing, monitoring, coordinating and implementing the organization’s administrative policies for Afiwi Groove School.
•        Track and monitor student absences.
•        E-mail/telephone correspondence with parents, schools and community organizations and answering basic inquiries (i.e. registrations, performances/bookings)
•        Maintain overall contact lists for staff & board member
•        Filing & Photocopying
•        Issue thank-you letters/ cards to donors, schools and festivals and event planners.  
•        Manage calendar and schedule meetings (ie. workshops, executive board meetings, department meeting)
•        Preparing all required documentation for
•        Attend Board and Instructor meetings on an as needed basis
•        Mailings
•        Scanning and backing up documents
•        Other duties as assigned by Management.
•        Print attendance sheet for teachers and administer their hours
•        Administer dance studio database. Charge accounts of parents who are late with payments
•        Update parents and student profiles.
•        Generating mailing lists for new student campaigns, mailings, newsletters, event and concert invitations
•        Ensure digital and print materials are available for distribution.
•        Generate contracts for  printing and  mailing
•        managing correspondences and invoices through Quick Books
•         Processing debit/credit card payments at the studio
•        Upload receipts and expense into Quick Books or send to the accountant.

Ages 22 year(s) - 56 year(s)
Suitable for Highschool Credit Hours No
Suitable For Adults (18+) ; Seniors (55+)
Areas of Interest Clerical / Typing / Filing ; Customer / Sales Services ; Finance / Cash Handling ; Office Administration ; Program Coordination / Support ; Telephone Communication ; Youth & Activity Camp Support ; Youth Engagement ; Youth Services
Skills/Experience Accounting & Finance ; Communication & Interpersonal Skills ; Confidentiality ; Customer Service ; Friendly & Outgoing ; General Computer Skills ; Leadership ; Planning & Organizing ; Positive / Cheerful Demeanor ; Public Speaking
Commitment Length Long Term (Minimum of 6 months) ; Long Term
Interaction Level Solitary ; One-on-one
Minimum Hours 5 / Week
Dates and Times Monday: Afternoon 
Tuesday: Afternoon 
Wednesday: Afternoon 
Thursday: Afternoon 
Saturday: Afternoon 
Sunday: Afternoon
Seasons Spring ; Summer ; Fall ; Winter
Accessibility Partially Accessible
Number of Positions Ajax ; Pickering 
1 individual(s) needed in total.
Training Orientation ; Training is provided ; Training on the job ; Training on-going
Transportation Near public transit ; Driver License required
Application Deadline 24 Mar 2024
Additional Requirements ▪ Cheerful, professional and respectful client communication via phone, email and in person 
▪ Minimum of 3-5 years of experience working in a fast-paced administrative assistant capacity 
▪ Computer savvy with intermediate to advanced skill level in working with MS Office, Database management, web tools and Newsletter Platforms. 
▪ Strong data management experience 
▪ Post-secondary education 
▪ Excellent written and verbal communication skills 
▪ Strong organization and planning skills 
▪ Exceptional time management skills with the ability to multi-task, prioritize workload and meet deadlines 
▪ A great listener with the ability to follow direction well with minimal supervision 
▪ Punctual 
▪ Attention to detail, problem-solving/critical thinking skills and troubleshooting abilities 
▪ Willingness to carry out a variety of tasks and volunteers readily 
▪ Positive attitude and a team player 
▪ Ability to maintain composure under pressure and with demands. 
▪ Availability to work every Sunday from September until June 30th except for long weekends Sundays. Availability to work Saturdays if required at community events and trade shows.
Start Date On or after 24 Mar 2024

Agency Details: Afiwi Groove School

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