Administrative Coordinator (Jane & Finch)

Date Posted: Oct 10, 2019
Application Deadline: Oct 15, 2019
Start Date: Nov 04, 2019

Salary From: 35K To 40K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Health
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Full-time
Career Level: Intermediate

Organization Description

Regent Park School of Music

The RPSM aims to provide high quality, affordable music education to youth-in-need from Regent Park and other areas of the City of Toronto. It is one of Toronto’s most diverse music schools, offering both private and group lessons with an emphasis on quality, collaboration and creativity. Located in Daniels Spectrum, a new community arts centre in the heart of Regent Park, our staff, faculty and volunteers work tirelessly to oversee the safety and growth of our students. RPSM also operates satellite programs in other high need areas of the city where children receive extra-curricular music lessons in the safe and familiar space of their own community school.

Job Description

Role Overview
Reporting to the Program Manager (Jane & Finch), the Administrative Coordinator (Jane & Finch) provides administrative support to ensure the efficient operations of the Jane & Finch sites and related activities.  This role is the critical link in helping to organize, document, and support all team members and external stakeholders with day to day needs.  The Administrative Coordinator (Jane & Finch) has continual interaction with others as a point of contact and support for team and community members.
Key Responsibilities
  • Processes general phone / fax / email / mail inquiries in a timely manner
  • Completes all applicable secretarial/receptionist duties for the school
  • Event coordination (works under the direction of Social Development Coordinator to support performance requests initiated by various RPSM stakeholders)
  • Provides a timely monthly Office Report to RPSM Executive Director for each Board meeting (tracking student numbers, hours taught per week, and other statistical information)
  • Keeps office organized and functional
  • Database management (Salesforce)
  • When schedule changes are required (due to Faculty or Parent changes), alerts all required parties for a smooth transition into lesson time
  • Arranges pick-ups/deliveries with suppliers
  • Oversees Jane & Finch front desk evening and weekend staff, ensuring sound daily operations are achieved. 
  • Drafts invoices and emails to parents each semester
  • Accepts parent payments & provides invoice receipts
  • Ensures student attendance and teacher hours sheets are logged monthly
  • Reviews monthly attendance sheets and Faculty hour logs and reconciles to schedule and payroll
  • Scheduling of student lessons and faculty (Jane & Finch locations)
  • Collaborates with Administrative Coordinator, Regent Park
  • Royal Conservatory of Music exam scheduling
  • Supports Volunteer coordination as needed
  • Nominal Teacher admin support, as requested  
  • Provides support to Student Development Coordinator (with student performances and other applicable tasks)
  • Supports Faculty communication (eg. meeting reminders)
  • Library maintenance
  • Welcomes & enrols new students (processes applications and rental agreement forms)
  • Accounts for all office supplies and maintaining stocks
  • Organizes piano moves/removals/donation offers
  • Provides support to RPSM Executive Director, as requested
  • Provides statistical information to the RPSM Executive Director as requested
  • Oversees and executes the mailing of student thank-you notes as appropriate
  • Inputs new student applications into database
  • Supports the inventory of musical instruments
  • Arranges regular tunings for all school pianos
  • Coordinates the receipt and distribution of free ticket offers with advance notice and for last minute offers
  • Supports development duties as required
  • Administers donations (records cheques, processes credit cards, counts cash)
  • Administers lesson fees (records cheques, processes credit cards, counts cash)
  • Makes weekly bank deposits (donations and student fees)
  • Prints and processes payables, posts payments in Quickbooks before bank deposit is made
  • Oversees general office tidiness including the kitchen and studios
  • Other duties as required


Qualifications & Skills
  • 2+ years of experience in an administrative and support role
  • Post-secondary education in a related field in an asset
  • Musical background (or with a focus on education or social services) is an asset
Other Relevant Skills & Requirements
  • Impeccable time management skills, quality and detail orientation
  • Warmth, excellent interpersonal skills and superb welcoming skills
  • Collaborative team player and independent thinker
  • Sympathetic, sensitive, community-minded
  • Punctual and consistent
  • Software Experience:  MS Office, Quickbooks, Salesforce and Database management
  • Ability to work at various locations and attend events
  • Combination of regular daytime hours and evenings/weekends
  • Adheres to the health, safety and protection of all stakeholders, always
  • A vulnerable sector police check is required
  • Languages: Fluent in English (written & spoken)

Additional Info:

Compensation, Work Hours & Location
Salary range is $35,000-$40,000 per year. This is a full-time position (40 hours/week) with a combination of daytime and regular evening/weekend hours based on our programming schedule. Work will take primarily take place at our program sites in the Jane & Finch neighbourhood, with some work at RPSM’s main office (585 Dundas St. East). Desired start date is November 4, 2019.

How to Apply:

How to Apply
To apply, please submit a cover letter and resume to The deadline for application is October 15, 2019. We would like to thank all those that apply but only those selected for an interview will be contacted. We request no emails, faxes, phone calls, or requests to meet please.
If you have any requirements for accommodation to apply or during the recruitment and selection process, please let us know.


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