Team & Culture, Admin Coordinator

WinSport • Calgary, AB

7d • Hybrid

About The Position

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.

Requirements

• Post-secondary education in Office Administration, Human Resources, Business Administration, or a related field.
• Minimum 3 years of experience in an administrative or coordination role.
• Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Co-Pilot.
• 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.

Nice To Haves

• Experience in an HR or people services environment is an asset.
• Experience with UKG Pro is a strong asset, including use of the HRIS and learning management functions.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• 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
• Robust workplace wellness program that supports the physical, emotional, social and financial wellness of our team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree