Program Administrative Specialist

Tim Hortons Foundation Camps help youth from underserved communities achieve their full potential through multi-year overnight camp experiences. Whether at camp or back home in their communities between visitsour youth work to build social emotional leadership and innovation skills and behaviours like volunteerism and motivation to learn so they become civically and academically engaged and successfully transition to adulthood.

At Tims Camps we are catalysts for good - helping our youth participants and teammates be the best they can be developing personal and career growth. We empower young people with skills to open doors to their future. That is our North Star and together we help shape leaders that build stronger communities.

Job Summary

The Program Administrative Specialist plays a critical role in ensuring seamless coordination and administrative support for Tims Camps programming and operations. This role is responsible for managing the full cycle of school program registration supporting internal systems maintaining accurate records and providing responsive support to the classrooms/communities and operations teams. As a critical member of this growing team this role requires adaptability strong communication skills and a passion for working in a mission-driven environment.

Work Location

This role will be based out of our Home Office location. Our Home Office is located on the grounds of Tim Horton Onondaga Farms located in St. George Ontario. Upon completion of training this position will ideally follow a hybrid work schedule with a minimum of three days per week in the office and up to two days working remotely.

Employment type

This is a full-time permanent position.

Posting Type

Internal and external.

KEY RESPONSIBILITIES

Community/Classrooms Program

• Manage school registration processes across multiple program regions using CRM (Salesforce) and internal registration systems.
• Monitor registration numbers troubleshoot issues and support school partners through the registration process.
• Maintain accurate participant records and data integrity across platforms.
• Generate regional rosters and registration reports for field staff program leads other stakeholders reports and other data as require.
• Track required documentation and follow up on incomplete submissions.
• Support outreach to new school partners in specific regions.
• Coordinate meetings and follow-ups between Tims Camps staff and school leadership.
• Serve as the primary contact for registration-related inquiries from families schools and community partners.

Camp Programming & Operations

• Lead the formatting and distribution of updated protocols guidelines manuals and forms.
• Manage camp-based accreditation documentation folders and review cadence.
• Format and update camp-based audits checklists and operating procedure documents.

Administrative Coordination

• Provide general administrative support to the Classrooms/Community and operations teams including scheduling document preparation and communications.
• Support internal communications and knowledge-sharing among national and regional teams.
• Complete and maintain inventory and ordering of program supplies and materials including journals commemorative gifts and summer team t-shirts.

Systems & Process Improvement

• Contribute to the development and refinement of registration and administrative processes to increase efficiency and scalability.
• Maintain and improve user guides templates and SOPs.
• Support the implementation of new tools or platforms (e.g. CRM LMS engagement software communication systems etc.)

QUALIFICATIONS

• 5 years of experience in administration program coordination registration or similar roles
• Experience working in nonprofit education or youth development environments is an asset
• Proficient with database systems (e.g. Salesforce or similar platform)
• Highly organized with excellent attention to detail and time management skills
• Strong written and verbal communication skills in English (French is an asset)
• Strong digital and technology skills using Microsoft Office and virtual meeting tools
• Ability to work independently and collaboratively across remote teams in a fast-paced dynamic environment.
• Commitment to equity inclusion and supporting the development of young people

Application Instructions

This role will remain open until it is filled. Candidates who submit their application by August 1 2025 at 3:00 p.m. EST will be given priority.

Were Great Place to Work Certified.

Tim Hortons Foundation Camps is proud to be Great Place to Work certified for the fifth year in a row.

Commitment to Equity Diversity & Inclusion

Tim Hortons Foundation Camps is committed to a fair and inclusive work environment and seeks talent with a diversity of life experiences and perspectives. We are an equal opportunity employer that hires talent regardless of age race creed color religion national origin ancestry marital status affectional or sexual orientation gender identity or expression disability nationality sex status as a protected veteran or any other legally protected grounds and will not discriminate on these bases.

If you have special accessibility requirements that need to be considered during the recruitment process please let us know by emailing us at and a member of our HR team will get back to you. Information received relating to the accommodation needs of applicants will be addressed confidentially.