Administrative Agent

The YMCA of Greater Toronto

Position vacancy

Closing date: December 31, 2021

Employment Type Full Time

Job ID 1214

Pay $36,500

Effective Immediately

Reports to Director CFD Administration

Location / Region Markham Centurian YMCA Centre

Application Deadline December 31, 2021

Why Work for the Y?

The YMCA of Greater Toronto aspires to be a great work place committed to diversity, equity, and inclusion, where different backgrounds, experiences, and identities are appreciated and celebrated. Guided by our shared values — kindness, well-being, integrity, inclusiveness, respect, and optimism — the YMCA provides thousands of employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. We recognize the contributions of our staff through innovative practices, great benefits, and growth opportunities.

Nature and scope

YMCA Child & Family Development has provided quality child care in the GTA for over 40 years, and is the largest not-for-profit provider of Licensed Child Care in Canada. With more than 290 locations, we offer a variety of programs for children 0-12 years of age: Early Learning and Care (Infant, Toddler, Preschool, and Nursery); Before and After School Care (Kindergarten and School Age); and Family Support programs.

The Administrative Agent plays a vital role in ensuring the efficient administration of communication and registration and provides clerical assistance as required. The primary function of the position is to complete data entry activities using our membership database and fundraising/volunteer data base and to provide efficient customer service.


Receives and reviews timecards from program supervisors for part time employees; completes data entry of hours worked in the ezLabor Time and Labor Management (TLM) system for part time employees as required each pay period; ensures accurate entry of time worked and meets deadlines determined by Payroll department; collaborates with program supervisors or Payroll Specialist to address any concerns regarding hours entered; follows up with Payroll Specialist and Human Resources to confirm changes in job codes and rates that differ from info provided on timecards.

Populates Supply Staff profiles and their governance items within our Supply Staff Management System, ShiftMatch. Supports CFD Directors/Supervisors with any TLM system related questions, and in using TLM system including training, escalating inquiries to Payroll department when appropriate.

Completes corrections to data entry as identified by Human Resources as a result of audits completed prior to submission to outsourced payroll.

Supports new CFD staff with the Learning Management System (LMS) and tracking trainings completed.

Supports the recruitment team by performing administrative and clerical duties as requested.

Monitors police reference check email on a daily basis; provides PRCs to supervisors in a timely manner upon request; collaborates with Human Resource department to provide any PRCs missing from the shared folder.

Completes data entry for CFD into Raiser’s Edge system for Volunteers and Strong Kids Annual Campaign.

Supports completion of application, allocation and reconciliation for Service Canada funding for CFD and Camping.

Enthusiastically performs other duties such as filing and administrative support to CFD Management and Administrative teams, etc.

Demonstrates appropriate behaviours in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association. Represents the YMCA and the Association in a professional manner.

Understands the legal responsibilities and moral imperative to report suspected child abuse to Child Protection Services.

Understands the importance of the volunteer staff partnership and integrates the value of philanthropy and volunteerism in dealings with members, volunteers, donors and staff.

Other duties as assigned.


Minimum 2 years’ clerical and administrative experience; previous experience with recording hours of work or payroll experience is preferred

Excellent organizational and time management skills

Ability to work in a fast paced environment and perform duties with speed and accuracy

Ability to maintain confidentiality and discretion

Service oriented, good judgement, takes initiative, detail-oriented

Knowledge of good business processes; demonstrated ability to improve efficiency of administrative activities

Knowledge or previous experience using database or time management systems, and maintaining integrity of the data and systems (ezLabor Time and Labor Management, [email protected], and Raiser’s Edge preferred)

Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, staff and volunteers

Excellent written communication skills

Commitment to working in a socially inclusive environment responding with sensitivity and personal awareness to the diverse needs of members including visible and non-visible dimensions of diversity

Proficiency using Microsoft Office including Word, Excel, Outlook is an asset

The position requires the following Association Competencies: advanced competence in: Ethics and Self-Management; Valuing Diversity and Social Inclusion fundamental competence in: Effective Interpersonal Communications; being Member Focused; Relationship Building and Partnering; being Results Focused; Teamwork and Collaboration

How to apply

Please send cover letter and résumé quoting

Job posting #1214 by Friday, December 31, 2021 to:

Job offers are contingent upon the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required.

If you are hired, prior to your start date and as a condition of your employment, you will be required to provide proof that you are fully vaccinated against COVID-19 or have a valid medical or other Human Rights Code-related exemption.

The YMCA of Greater Toronto values the diversity of people and communities and is committed to excellence and inclusion in our Association. We are committed to an environment that is barrier free. If you require accommodation at any stage during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.

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