Administrative Assistant
Full-time, contract position
Responsibilities

The TBG Administrative Assistant will primarily support administrative operations in the Adult Education and Horticulture departments, spending approximately half-time in each department, and will fulfill occasional assignments with other departments as assigned. The Administrative Assistant reports to the Director, Business Initiatives and Finance.

The Administrative Assistant will provide skilled and friendly communication with the public, TBG volunteers, suppliers and industry partners via email, fax, phone and in-person contacts

Adult Education

• assists the Adult Education Coordinator with tracking attendance and course evaluation records, statistics, financial records and other areas as required
• liaises with Reception and the Database Administrator on course registrations, course transfers and refunds
• maintains professional, punctual communication with instructors for registrations and class set-ups; provide other assistance to instructors as required
• liaises with the Rental Department and Maintenance for floorplans, classroom set-ups and signage
• produces class packages including attendance lists, handouts and instructor payments
• schedules and liaises with volunteer Course Ambassadors
• provides timely assistance to students with registrations, credit transfers/refunds, class reminders, and other assistance as required
• provides assistance with distribution of course promotion materials

Horticulture

• provides general office-management assistance to the Nancy Eaton Director of Horticulture, maintaining files, monitoring supplies and supporting special-project work
• evaluates, sorts and responds to general email and telephone queries as required
• ensures timely communication with/assistance for horticultural suppliers and vendors for the gardens and ShopTBG
• monitors, codes and submits horticulture invoices to Accounting
• liaises with the Supervisor of ShopTBG for order records, invoices, etc.
• other duties as assigned

General

• provides administrative assistance to other departments as assigned
• assists with event planning and preparation; liaises with the Head of Volunteer Services and event volunteers
• attends TBG events as required

Qualifications

• college diploma or university degree in not-for-profit administration, education or a related field, or equivalent experience
• a passion for gardening, horticulture or nature and a knowledge of the industry are assets
• superior and proven customer service skills, including a high degree of tact and diplomacy
• proven excellence in organizational, administrative, planning, computer and communication skills
• excellent knowledge of MS Office, including Excel and Word, and the ability to learn new computer programs
• knowledge of Raiser’s Edge is an asset
• experience in working in a team environment and with and/or managing volunteers in a not-for-profit organization
• this position will appeal to a professional who is able to cope with tight deadlines and manage multiple tasks and priorities concurrently

Additional information

This is a full-time contract position, Monday-Friday from 9 a.m. to 5 p.m., starting April 2, 2012 to December 31, 2012, with renewal pending 2013 budget. Some flexibility will be required for occasional weekend or evening work.

Application deadline: March 23, 2012

To apply, please send your resume and cover letter as a single pdf or Word file, with your name in the subject line, to business@torontobotanicalgarden.ca

No phone calls please. We thank all applicants for their interest but would like to advise that only short-listed candidates will be contacted.