Administrative Assistant & Volunteer Coordinator

+ - Durham Region, ON
$32,000 - $35,500 a year - Full-time, Volunteer
The Parkwood Foundation preserves the Parkwood Estate, and operates this national
historic site as a museum and heritage garden for the education and enjoyment of all
Canadians and visitors, fostering an understanding and appreciation of Parkwood’s
architectural and landscape architectural features, its collection of art and furniture, and of
the life, times and accomplishments of R. S. McLaughlin one of Canada’s foremost
industrialists and philanthropists.

Office Administrator & Volunteer Coordinator

Reports To Executive Director

Position Summary

Reporting to the Executive Director, the Office Administration & Volunteer Coordinator
supports the Executive Director and is responsible for answering phones, tax receipts and
thank you letters, supporting the Board of Directors, and administrative and financial
support.

Duties and Responsibilities (Administration)

 Answer telephone, direct calls, handle inquiries, open and distribute mail
 Maintenance and changes to phone system as required
 Managing inventory and ordering office supplies as required
 Handle couriers and deliveries
 Management of tribute program and tribute mailing fundraise
 Board support as required
 Preparation of letters, reports, charts, presentations as required
 Preparation & Distribution of Committee/Board meeting agendas, reports, minutes
and meeting reminders
 Maintain accurate and up to date Parkwood database
 Finance support including preparation of the bank deposit, bank deposit, batch
preparation, coding income on income sheets
 General administrative duties
 Track staff hours and coordinate ADP Payroll
 Track staff vacation & wellness days
 Coordinate and manage HOOPP & employee Benefits programs
 Prepare donor thank you letters and tax receipts in accordance with CRA regulations
 Track tour numbers and gift shop purchases
 Maintain IT, office equipment and contracts (postage, IT, copiers, etc.)
 Track SOCAN & Re-sound submissions
 Complete Government Forms as required (HRDC, Ontario Corporation Forms, etc.)
 Coordinate, manage and schedule student tour guide schedules

Duties and Responsibilities (Volunteer Coordination)

 Solicit, recruit, interview and train all potential volunteers

 Review and process Volunteer Application Forms
 Interview new applicants and ensure appropriate clean police check and reference
checks are completed
  Maintain volunteer manual, interest & confidentiality forms, etc.
 Liaise with other departments to determine volunteer needs
 Prepare & organize quarterly volunteer training sessions
 Solicit volunteers to support needs by other departments
 Coordinate volunteer awards, ongoing volunteer recognition, volunteer appreciation
and national volunteer week recognition
 Track volunteer hours
 Prepare information for social media and newsletter information relating to

Other

 Other duties as required/assigned

 Filming support as required

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with
Disabilities Act, 2005, accommodation will be provided in all parts of the hiring process.
Applicants need to make their needs known in advance by contacting us.