April 29, 2014 (Calgary, AB) – As a team member within the Academy department, the Administrative Assistant will play a role in being part of Canada’s leader in developing and sustaining world-caliber winter sport training.

Reporting to the Coordinator of the Academy, this position is responsible for the day to day administrative duties involved with the Academy, including payroll, sales, invoicing, collecting fees, attending meetings, bookings, facilitating and maintaining communication with staff and guests as well as general club assistance.

WinSport prides itself on providing a high quality training product to both our performance athletes and developing athletes. Therefore, the Administrative Assistant is required to display the following values; excellence, integrity, respect, sportsmanship, teamwork, safety and customer focus.

Application Deadline: May 9, 2014
Starting Date: May 15, 2014
Position: Administrative Assistant – Academy

Job Description:
Responsibilities Responsibilities of this role include, but will not be limited to:

• Assist in club events such as races, meetings and competitions
• Create and distribute information documents for club participants
• Create and maintain all contact lists for the Academy
• Manage submission of athlete handbooks and ensure all documents are submitted and tracked
• Assist with creation of presentations for club parent meetings
• Work with registration software (Resort Suite) in detail
• Create travel invoices and track all travel
• Complete all team travel budgets (i.e., breakdown of costs, tracking travel payments/collecting payments and ensuring recoveries are balanced with expenses)
• Collect and submit registrations for club competitions
• Ensure all documents are submitted by required deadlines
• Have all documents prepared in advance for coaching staff attending club competitions
• Collect registration, competition, coaching and other fees
• Complete monthly payment plans and set up payment plans
• Process and register all payment plans including travel payment plans
• Track all financial expenses, recoveries, athlete payments and travel fees
• Coordinate airbag and trampoline bookings, invoicing and staffing
• Enter monthly statistics for user groups and facility usage
• Maintain all calendars and update as required through the season
• Create master club calendar
• Update company master calendar weekly/monthly as changes/updates occur
• Tabulate and submit expense reports and cheque requisitions to Academy Coordinator by every cheque run
• Obtain results for every competition and track in results database
• Coordinate all mountain trips, competitions, travel requests, reciprocals, and parent meetings for Academy club programs
• Complete required information for athlete profiles
• Point of contact with parents, athletes, and external user groups
• External clubs
• Update master document
• Manage bookings and facility booking requests in master calendar
• Create invoices for club training fee and track payments
• Update training applications, and training policies and procedures according to changes made by Academy Coordinator
• Monthly statistics on hill usage for external user groups
• Creation of training schedule and assignment of lane space for alpine groups
• National team and guest club training requests and coaching course bookings
• Organize space and liaise with active lives, patrol and operations
• Coordinate parking requests with Security
• Update external user groups website
• Provide training information for Guest Services
• Provide weekly communication emails to all external user groups
• Review training applications, and training policies and procedures.
• Organize kick-off and season wrap-up meetings
• Assist Academy Coordinator with any other tasks as needed

Qualifications Qualified candidates will have the following:

•  Excellent in both written and verbal communication skills
• Customer focused
• Accounting, cash handling and invoicing experience ideal
• Strong organizational skills
• Knowledge of Microsoft Office and Outlook
• Flexibility to work an adaptive schedule
• Able to work independently as well as in a team environment
• Strong inter-personal skills
• Strong detailed oriented focus

Physical Demands

• Thorough understanding of Canada Olympic Park’s various recreational activities
• Varied weekends & holiday days required
• Some manual labor required
• Outdoor conditions in all types of weather
• Indoor desk/computer work

Contact Information:
Human Resources
WinSport
88 Canada Olympic RD
Calgary , AB, Canada
T3B5R5
E-mail: jobs@winsport.ca
Tel. 403-202-6574
Fax. 403-247-5604
http://www.winsport.ca/jobs