Team & Culture, Admin Coordinator at WinSport in Calgary, Alberta, CA

TEAM & CULTURE, ADMIN COORDINATOR THE ADMINISTRATIVE COORDINATOR, TEAM & CULTURE IS RESPONSIBLE FOR A BROAD RANGE OF ADMINISTRATIVE, OPERATIONAL, AND SUPPORT FUNCTIONS ACROSS THE DEPARTMENT, WITH DIRECT IMPACT ON THE EXPERIENCE OF TEAM MEMBERS AND VOLUNTEERS AT EVERY STAGE OF THEIR TIME WITH WINSPORT THE ADMINISTRATIVE COORDINATOR WORKS ACROSS ALL AREAS OF THE T&C DEPARTMENT, PROVIDING ADMINISTRATIVE AND COORDINATION SUPPORT TO THE FULL RANGE OF DEPARTMENTAL PROGRAMS AND FUNCTIONS. THIS INCLUDES FILE AND RECORD MANAGEMENT, POLICY AND CONTRACT ADMINISTRATION, ONBOARDING AND TRAINING COORDINATION, THE VOLUNTEER PROGRAM, THE UNIFORM PROGRAM, AND LEADERSHIP AND DEVELOPMENT INITIATIVES THE ROLE CARRIES A HIGH ADMINISTRATIVE VOLUME AND REQUIRES STRONG ORGANIZATIONAL SKILLS, ATTENTION TO DETAIL, AND THE ABILITY TO MANAGE COMPETING PRIORITIES INDEPENDENTLY.   KEY RESPONSIBILITIES Administrative and Departmental Support • Act as the primary point of contact for T&C inquiries, managing the shared inbox, responding directly to routine requests, and directing others to the appropriate team member • Prepare employment confirmation and proof of employment letters for current and former team members • Coordinate job grant applications, including tracking submissions, deadlines, and follow-up correspondence • Keep the T&C WinSportal current, updating content, resources, and department information on an ongoing basis • Manage departmental supplies ordering and maintain appropriate inventory levels • Set up purchase orders as required for departmental procurement • Maintain the T&C storage room in an organized and inventoried state HRIS and Job Changes • Support the processing of job changes in the HRIS, including internal hires, reclassifications, secondary job additions, and wage adjustments • Process wage transfers accurately and within required timelines • Prepare and distribute end-of-season contract letters and seasonal contract extensions • Track professional development requests, process approvals, and maintain accurate records • Maintain listing of new and departing team members coordinating with Marcom on the hello and goodbye list. Onboarding and Training • Coordinate the administrative components of the onboarding process for new team members, including documentation, system access, and scheduling • Support the delivery of new hire orientation, including logistics, materials, and follow-up on outstanding items • Communicate benefits, policies, and departmental resources to new team members during the onboarding period • Support the production of ID badges and nametags for new team members and process replacement requests for existing team members • Administer the LMS, including assigning training, tracking completion, and producing reports as required • Provide administrative support for leadership and development programs, including workshop logistics, participation tracking, and feedback collection Volunteer Program Support • Provide administrative support to the volunteer program and its governing committee as required, including maintaining records in Better Impact, assisting with scheduling and logistics, tracking hours and agreements, and supporting orientations and engagement activities Uniform Program Support • Assist with uniform ordering for annual cycles and ad hoc requests • Support inventory tracking and reconciliation • Assist with uniform exchanges and replacements following initial distribution • Support the end-of-season uniform return process and reconciliation • Process uniform-related invoices and rebates, including Shoes for Crews and the WinSport Clothing Allowance • Support uniform laundering coordination as required • Communicate uniform updates or changes to relevant departments as directed Program and Access Oversight • Oversee the Taxi Chit program, including ordering, invoice processing, and distribution • Coordinate WinSport Hockey League (WHCL) administration, including contracts and performance management documentation • Coordination of WinSport Driver Program. Project and Policy Coordination • Assist with the creation, communication, and maintenance of departmental policies • Maintain the policy library, flagging documents due for review and coordinating updates as directed • Ensure departmental resources, forms, and procedures are current and accessible to all teams • Prepare presentations and reports for internal and leadership use • Conduct research to support department projects and planning initiatives • Participate in and lead special projects as assigned by the Executive Director     WHAT YOU BRING Education: • Post-secondary education in Office Administration, Human Resources, Business Administration, or a related field. Experience:  • Minimum 3 years of experience in an administrative or coordination role • Experience in an HR or people services environment is an asset Skills:    • Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Co-Pilot • Experience with UKG Pro is a strong asset, including use of the HRIS and learning management functions • Strong organizational skills and the ability to manage a varied workload with competing priorities • Clear written and verbal communication skills • Works independently, takes ownership of recurring responsibilities, and escalates appropriately • Handles confidential information with discretion   You will be: • Work Environment: The role is primarily office-based, with a standard workweek of 40 hours. The office environment is typically quiet with moderate levels of activity but may include occasional periods of high activity depending on project deadlines and events. Working in a warehouse environment is also a part of the role with the management of the uniform program.  • Work Schedule: Standard working hours are 8-5 pm with 1 hour for lunch, Monday to Friday, (although this may be flexed depending on operation and approval from direct supervisor.  Flexibility may be required to accommodate meetings, deadlines, or special events. Occasional overtime or weekend work is required based on operational needs or project demands. • Technology Use: Frequent use of a computer, including word processing, data entry, email communication, and video conferencing. The role also requires the regular use of office equipment such as telephones, printers, scanners, and photocopiers. • Collaboration: Regular interaction and collaboration with team members, senior management, external partners, and clients. May require participation in virtual meetings or occasional in-person meetings.   Values and Behavioural Expectations Collaboration • Takes responsibility for their part of shared work. • Communicates clearly with teammates and partners to support team and guest outcomes. • Steps in to support others when needed. Safety • Follows safe work practices consistently. • Notices hazards and spaks up early. • Adjusts behaviour when conditions change. Integrity • Does what they say they will do, follows shared standars, and owns their responsibilities.. • Is honest about mistakes and works to fix them. • Asks for help when needed to meet commitments. Sustainability • Focuses on priority work and avoids unnecessary rework. • Uses time, equipment, and resources responsibly. • Adjusts approach when plans or conditions change. Inspiration • Brings positive energy, enthusiasm, and joy to every guest interaction. • Helps guests feel welcomed, valued, and appreciated. • Listens to guest feedback and responds with care and action. Belonging • Treats guests and teammates with respect and care. • Practices active listening in daily interactions. • Includes others and avoids behaviours that exclude or dismiss.   What we can offer you: • Free WinSport Hill Pass  • Free parking  • Comprehensive benefits package • Reciprocals at other ski resorts  • Discounts on food, beverage, and programs • Access to our world-class gym facility We also provide a culture where we value and take care of our people. We have a robust workplace wellness program that supports the physical, emotional, social and financial wellness of our team members.   Discover, Develop, and Excel Working with WinSport means you will be part of one of the most unique sport institutes in the world. You will be rubbing shoulders with athletes of all levels and disciplines, and you will be working in a world-class facility that showcases exceptional services to support our guests in training and maintaining an active lifestyle. You will thrive and be supported as you discover, develop and excel in your role at WinSport.