Administrative Coordinator

Macaulay Centres for Children; Toronto; On-site; CAD 60,000 - 69,000; Full time

Benefits offered by this job

Health & dental benefits

Paid time off (vacation days)

3 float days

Job summary

Macaulay Centres for Children, based at the Head Office in Toronto, is seeking an Administrative Coordinator to provide administrative support to programs, central administration projects, and operations. The role focuses on improving processes, systems, and tools while delivering high-quality customer service to families and staff.

Based at the Macaulay Centres for Children Head Office in Toronto, the position requires 1–3 years of related experience, strong communication, and proficiency with

Qualifications

• University degree, college diploma/certificate or an equivalent combination of education/experience in business and/or office administration.
• 1-3 years related administrative experience supporting various levels of management.
• Excellent interpersonal, written and verbal communication and listening skills.
• Proven technical skills utilizing Microsoft 365 Suite of Applications (Teams, SharePoint, OneDrive, Excel, Word etc.), Foxit Phantom, Canva and e-mail.
• Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities.
• Strong organizational capabilities and time management skills to manage multiple projects with the ability to multitask, prioritize effectively and meet deadlines.
• Demonstrates a high degree of initiative and problem solving with keen attention to details.
• Highly motivated to continually strive for excellent results including on-going improvements to work processes.
• Ability to apply sound judgment to a variety of situations demonstrating tact and diplomacy.
• Meticulous records maintenance skills.
• Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities.
• Highly skilled to manage confidentiality and privacy diplomatically.
• Proficiency in the use of the English language, both oral and written is required.
• Able to work independently and within a team environment.
• Current standard first aid/ CPR-C certificate (if not, required to obtain certification within 60 days of hire)

Responsibilities

• Provide administrative support to the Programs department, as requested.
• Support the administration and coordination of various committees.
• Support planning and implementation of special projects involving multiple stakeholders or departments.
• Provide support staff on special projects as required.
• Support and assist client families and staff with answering basic questions about My Macaulay and Parent App.
• Triage questions about programs or Macaulay platforms and elevate when appropriate.
• Provide administrative support to the Director, Finance and Administration.
• Support the finance and accounting team with invoice and billing enquiries and reconciliations with Macaulay's billing platforms.
• Prepare and generate internal, government and funding reports.
• Assist in the documentation of processes and procedures for new initiatives.
• Assist with researching industry trends and learning innovations to promote efficient operations.
• Provide coverage for reception as required.
• Perform other duties or tasks as may be assigned from time to time.
• Attend agency staff meetings and training, team meetings and special events.
• Maintain optimal attendance at work.
• Work evenings and weekends when required.
• Work in compliance with all applicable regulations and laws.
• Comply with all Macaulay policies, practices and quality standards.
• Work to further Macaulay's mission, vision, values, and strategic directions.
• Perform other duties as assigned.

Skills

Customer service

Interpersonal skills

Communication (written and verbal)

Time management

Education

University degree / college diploma

Tools

Microsoft 365 Suite

Foxit Phantom

Canva

Job description

Salary Range: $59,565.00 To $68,724.00 Annually

POSITION SUMMARY:

The Administrative Coordinator will provide administrative support to programs and program supervisors/managers, central administration projects, and organization-wide operations. This position is responsible for supporting the development, implementation, and continuous improvement of administrative processes, systems, and tools. The Administrative Coordinator provides excellent, quality customer service to external and internal clients.

Based at Macaulay Centres for Children Head Office ( 2010 Eglinton Ave W. Toronto, ON M6E 2K3)

RESPONSIBILITIES:

Program and Special Project Support

• Provide administrative support to the Programs department, as requested
• Support the administration and coordination of various Committee
• Support planning and implementation of special projects, especially those that involve multiple stakeholders or departments
• Provide support staff on special projects as required.

Customer Service

• Support and assist client families and staff with answering basic questions about My Macaulay and Parent App
• Triage questions about programs or Macaulay platforms and elevate when appropriate

Administration

• Provide administrative support to the Director, Finance and Administration
• Support the finance and accounting team with invoice and billing enquiries and reconciliations with Macaulay's billing platforms
• Prepare and generate internal, government and funding reports
• Assist in the documentation of processes and procedures for new initiatives
• Assist with researching industry trends and learning innovations to promote efficient operations
• Provide coverage for reception as required
• Perform other duties or tasks as may be assigned from time to time

General

• Attend agency staff meetings and training, team meetings and special events
• Maintain optimal attendance at work
• Work evenings and weekends when required
• Work in compliance with all applicable regulations and laws
• Comply with all Macaulay policies, practices and quality standards
• Work to further Macaulay's mission, vision, values, and strategic directions
• Perform other duties as assigned

QUALIFICATIONS:

• University degree, college diploma/certificate or an equivalent combination of education/experience in business and/or office administration
• 1-3 years related administrative experience supporting various levels of management
• Excellent interpersonal, written and verbal communication and listening skills
• Proven technical skills utilizing Microsoft 365 Suite of Applications (Teams, SharePoint, OneDrive, Excel, Word etc.), Foxit Phantom, Canva and e-mail
• Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities
• Strong organizational capabilities and time management skills to manage multiple projects with the ability to multitask, prioritize effectively and meet deadlines
• Demonstrates a high degree of initiative and problem solving with keen attention to details
• Highly motivated to continually strive for excellent results including on-going improvements to work processes
• Ability to apply sound judgment to a variety of situations demonstrating tact and diplomacy
• Meticulous records maintenance skills
• Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities
• Highly skilled to manage confidentiality and privacy diplomatically
• Proficiency in the use of the English language, both oral and written is required
• Able to work independently and within a team environment
• Current standard first aid/ CPR-C certificate (if not, required to obtain certification within 60 days of hire)

SALARY:

Administrative Coordinator Salary Scale (starting at $32.73/hour ($59,565 - $68,724 per annum)) with Competitive Benefits Package (health & dental), and paid time off entitlements (starting at 20 vacation days & 3 float days).

THIS POSITION IS NOT WITHIN THE CUPE LOCAL 2563 BARGAINING UNIT.

INTERNAL APPLICATION PERIOD FOR CUPE LOCAL 2563 BARGAINING UNIT:

August 12, 2025 - August 18, 2026

Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group.

Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process. If you are contacted by the agency regarding a career opportunity, please advise if you require accommodation.

We thank all applicants for their interest in our organization, however only those selected for an interview will be contacted.

This document is available in alternate formats upon request.

Macaulay Centres for Children is committed to service and employment equity.