Registrar-Liaison / Administrative Assistant
Horseshoe Valley Camp Frith (HSVC)
Position: Registrar-Liaison / Administrative Assistant
Reports To: Operations Manager
Employment Type: Part-Time to full-time
Compensation: $24.00–$26.00 per hour, based on experience and qualifications
Location: Horseshoe Valley Camp Frith
Position Overview
Horseshoe Valley Camp Frith is seeking an organized, friendly, and dependable Part-Time- Full-time Registrar / Administrative Assistant to support the day-to-day administrative and registration needs of the camp.
The Registrar / Administrative Assistant is often one of the first points of contact for campers, families, groups, agencies, and community partners. This position plays an important role in creating a welcoming and professional experience while ensuring registrations, records, communications, funding documentation, and administrative processes are accurate and well organized.
The successful candidate will be comfortable working independently, managing multiple priorities, communicating with families and organizations, and working collaboratively with the HSVC leadership team.
Key Responsibilities
Registration & Camper Administration
- Manage and process registrations for camp programs, respite programs, rentals, and other HSVC services.
- Maintain accurate camper, participant, family, and group information.
- Review registration forms to ensure required information and documentation have been received.
- Follow up with families, agencies, or groups regarding incomplete registrations or outstanding documentation.
- Maintain registration lists, waitlists, cancellations, and participant records.
- Prepare camper and participant information for program and leadership staff prior to each session.
- Assist families with questions regarding registration processes, forms, program dates, fees, and general camp information.
- Maintain confidentiality of camper, family, staff, and organizational information.
Funding & Financial Administration
- Assist families with administrative documentation related to Passport funding, Ontario Autism Program (OAP) funding, Ontario Disability Support Program (ODSP), and other applicable funding sources.
- Prepare appropriate invoices, receipts, statements, and supporting documentation required by families or funding organizations.
- Maintain accurate records of participant funding arrangements and payments.
- Assist families in understanding what HSVC documentation can be provided to support funding or reimbursement claims.
- Track registration fees, deposits, outstanding balances, refunds, and participant-related payments.
- Communicate professionally with families regarding outstanding balances, funding documentation, and payment requirements.
- Work with management and bookkeeping/accounting support to reconcile registration and payment information.
- Remain familiar with changes to commonly used disability and respite funding programs that may affect HSVC participants.
Administrative Support
- Provide general administrative support to the Operations Manager and camp leadership team.
- Answer and respond to telephone calls, emails, and general inquiries.
- Maintain electronic and paper filing systems.
- Prepare correspondence, forms, spreadsheets, reports, and other administrative documents.
- Assist with scheduling, meetings, calendars, and internal communications.
- Maintain accurate contact lists and organizational records.
- Assist with ordering and tracking office supplies.
- Support preparation of materials for meetings, programs, events, and camp sessions.
Communication & Customer Service
- Provide friendly, professional, and timely communication with campers, families, staff, agencies, rental groups, and community partners.
- Respond to general questions about HSVC programs and services.
- Direct specialized questions to the appropriate staff member.
- Assist with distributing program information, reminders, forms, schedules, and other communications.
- Support positive relationships between HSVC and the families, organizations, and communities it serves.
Camp & Program Support
- Assist with administrative preparation for summer camp, respite programs, group rentals, special events, and other HSVC activities.
- Prepare attendance lists, participant information packages, sign-in/out materials, name tags, and other program documents.
- Assist with camper arrival and departure administration when required.
- Support registration and administrative needs during open houses and special events.
- Work collaboratively with program, respite, food service, maintenance, and leadership staff as required.
Records, Privacy & Compliance
- Maintain accurate and confidential participant and organizational records.
- Follow HSVC policies regarding privacy, confidentiality, information storage, and document retention.
- Ensure sensitive information is only shared with authorized individuals.
- Assist with maintaining required records and documentation for organizational, insurance, regulatory, and accreditation purposes.
- Identify missing or incomplete documentation and follow up as required.
Qualifications
- Previous experience in administration, registration, reception, customer service, camp administration, recreation, disability services, or a related field is preferred.
- Experience working with or knowledge of Ontario disability funding programs, particularly Passport, OAP, and ODSP, is a strong asset.
- Experience preparing invoices, receipts, reimbursement documentation, or funding-related paperwork is an asset.
- Experience working with families, caregivers, developmental service agencies, or disability-support organizations is an asset.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Comfortable working with computers, email, spreadsheets, databases, and online registration systems.
- Experience with Microsoft Office, Google Workspace, or similar programs is an asset.
- Ability to learn new registration and administrative software.
- Ability to manage multiple priorities and meet deadlines.
- Professional, approachable, and comfortable communicating with families and community organizations.
- Ability to work independently while contributing as part of a team.
- A satisfactory Vulnerable Sector Check may be required.
Skills & Attributes
The successful candidate will demonstrate:
- Strong organization and attention to detail.
- Professional and compassionate customer service.
- Good judgment and discretion when handling confidential information.
- Clear and respectful communication.
- Flexibility and willingness to assist where needed.
- Ability to prioritize tasks during busy registration periods.
- Dependability and follow-through.
- A welcoming and inclusive approach when working with individuals and families from diverse backgrounds and abilities.
Work Schedule
This is a part-time , or full-time position, with hours scheduled based on operational needs.
Hours may increase during busy periods including summer camp registration and operations, respite programs, program launches, camper arrival and departure days, open houses, special events, and group rentals.
Some evening or weekend work may occasionally be required.
Hybrid remote work and in-person.
Our Environment
Horseshoe Valley Camp Frith is committed to providing a welcoming, accessible, inclusive, and respectful environment for campers, families, staff, volunteers, and community partners.
The Registrar / Administrative Assistant plays an important role in ensuring families and participants have a positive experience with HSVC from their first inquiry through registration, funding documentation, arrival, participation, and follow-up.
Pay: $23.00-$25.00 per hour
Benefits:
- Casual dress
- Company events
- Flexible schedule
- Life insurance
- On-site parking
- Work from home
Work Location: Hybrid remote in Minesing, ON
