Registrar, School Visits

Harbourfront Centre is an innovative non-profit cultural organization renowned for being a beloved 10-acre community campus for arts, culture, and learning at the heart of Toronto’s waterfront! With events and activities for a diverse public that enliven, educate and entertain, we welcome visitors year-round, passionately dedicated to nurturing creativity, fostering connection and bringing learning to life.

We are currently looking to bring on board a motivated, organized, detail oriented and customer-focused Registrar, School Visits to support all administrative processes related to the operations of School Visits and Learning programs

 

Position Title: Registrar, School Visits

Department: Arts, Culture and Learning

Reporting to: Manager, School Visits

Type of Employment: Full-time, 35 hours per week

Vacancies: 1

Compensation: $45,000-$50,000 annual salary, plus a comprehensive benefits package

Location: At our waterfront campus in downtown Toronto

 

Summary of Function

The Registrar, School Visits is responsible for processing all registrations, supporting financial processes and scheduling venue usage related to School Visits. The successful candidate will provide exceptional customer service to all participants and stakeholders via phone, email and face-to-face communication. The candidate will approach each day with a positive attitude and be comfortable managing multiple tasks with competing priorities. As a detailed-oriented person, the candidate should be able to learn internal processes while striving to improve these systems and increase efficiency. The ideal candidate will have an awareness to the Ontario education systems and be familiar with processes for booking experiential learning programs (curriculum-based field trips), including relevant information about School Board excursion policies.

 

Duties

• Manages the registration process for School Visits bookings, including phone and e-mail inquiries, web registrations and distribution of confirmations, final receipts and outstanding payments.
• Acts as the point contact for all inquiries, related to School Visits, including phone, email and face to face. Responds to questions regarding availability, cost, timing, subsidy and program details in a timely manner.
• Completes registrations and reports in Artifax, our event management software.
• Oversees the School Visits Subsidy program including application criteria, review of school groups, students and demographics to determine eligibility.
• Works with the School Visits team to ensure venue maximization through weekly schedule meetings and sends out schedules to appropriate stakeholders.
• Coordinates other administrative tasks for School Visits including developing and implementing systems and procedures for reporting and tracking purposes.
• Handles all payment transactions for School Visits through EFT, payment advice, point of sale, cheques and cash and Works closely with the Finance department ensuring fiscal accountable and accuracy.
• Supports the Learning department in all financial processes including credit card reconciliations, weekly deposits, cheque requisitions, biweekly and monthly reporting. Ensures that all documentation is complete and accurate, including budget codes.
• Recommends innovative strategies for revenue generation in all School Visits portfolios.
• Works with the Digital Marketing team on annual review of our online registration portal to reflect program changes and improvements.
• Supports the Manager, School Visits on the annual review and updates of web and print materials to reflect current program offerings and improvements.
• Supports the Manager, School Visits and Education Coordinator, in program review and development, advocating for the needs of visiting teachers as identified through the registration process.
• Trains the Seasonal Administrator, Waterfront Explorations on administrative tasks to support the operation of our Waterfront Explorations and School Visits programs.
• Assists Manager, School Visits in onboarding and training of all School Visits employees on administrative systems (Artifax, Dayforce, Microsoft Office 365) and Harbourfront Centre policies and procedures pertinent to their job function.
• Oversees volunteers in School Visits and Camps as needed.
• During the Summer months (July and August), supports the Camps team in tasks associated with the daily operation of Camps.

Requirements

• 1-3 years of administrative experience acquired through work in a similar capacity, preferably within a not-for-profit or education institution.
• Excellent oral and written communication skills, including an ability to handle potentially difficult situations with diplomacy.
• An affinity for technology and excellent computer proficiency skills, including knowledge of various applications (Microsoft Office 365).
• Knowledge of Artifax or similar event management software is an asset.
• Willing to obtain a clear Police Reference Check with Vulnerable Sectors Screening.
• Bilingualism (English-French) is considered an asset.
• Standard First Aid (CPR-C) is considered an asset.
• Must be legally eligible to work in Canada. Non-Canadian applicants must have a valid documentation authorizing their ability to work in Canada.
• This role is based in Toronto. The candidate must be able to work on site at our lakeside campus.

Apply

Our Values

At Harbourfront Centre, our values—Open, Brave, Rigorous, and Kind—reflect our commitment to inclusivity, imaginative risk-taking, excellence, and respect, ensuring enriching experiences for all.

How To Apply

Harbourfront Centre is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply. Acceptable applications must include a cover letter and a current resume.

To apply, please submit your candidacy to jobs@harbourfrontcentre.com by no later than May 30, 2025. Please quote Registrar, School Visits in the subject line of your application. Applications will be reviewed as they are received, and interviews to follow shortly thereafter.

We thank all applicants for their interest, however, only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.