Scheduling Administrator, Snow School & Freestyle

WinSport•Calgary, AB

5d•Onsite

About The Position

The Scheduling Administrator plays a key role in ensuring WinSport Outdoor Sport programs are safely and effectively staffed while supporting the day-to-day administration of winter operations, including Freestyle, Snow School and Ski/SB School Groups. Working closely with leadership, instructors, Guest Relations, Team & Culture, and fellow scheduling team members, this position is responsible for workforce planning, schedule administration, staffing coordination, instructor records, attendance administration, and operational support across Intouch, UKG, Sling, and other operational systems. As WinSport continues to expand the use of the Intouch POS system, this role supports both scheduling and program administration, including maintaining instructor schedules, qualifications, attendance records, and post-program administrative tasks such as class attendance verification and check-ins. Working as part of a scheduling team, this position requires strong communication, collaboration, and organization to ensure seamless operational coverage throughout the week. Success in this role requires exceptional organizational, communication, and problem-solving skills, the ability to manage multiple priorities in a fast-paced environment, and a commitment to demonstrating WinSport's Behaviour Expectations. As a Scheduling Administrator, you strive to approach your work to align with our 6 values which are at the core of who we are and what we do at WinSport: Safety, Integrity, Belonging, Collaboration, Inspiration, Sustainability.

Requirements

1–2 years of experience in scheduling, workforce planning, program administration, or a related role.
Excellent organizational, time management, and problem-solving skills with strong attention to detail.
Strong communication and customer service skills.
Ability to manage multiple priorities while working independently and collaboratively.
Proficiency with Microsoft Office (Outlook, Excel, Word, Teams).

Nice To Haves

Experience with scheduling or workforce management systems (Intouch, UKG, Sling, or similar) is an asset.
Experience in recreation, sport, education, hospitality, or seasonal operations is an asset.
Knowledge of ski, snowboard, mountain bike, or outdoor recreation programs is an asset.

Responsibilities

Follow all WinSport safety policies and procedures.
Build and maintain schedules that meet staffing requirements, certifications, qualifications, and instructor-to-participant ratios.
Maintain accurate scheduling and attendance records within Intouch, UKG, and Sling.
Complete post-program attendance verification and class check-ins within Intouch.
Monitor staffing shortages and scheduling risks, communicating solutions to leadership.
Support contingency staffing during operational disruptions.
Collaborate with leadership, instructors, Guest Relations, Team & Culture, and hiring managers to coordinate staffing.
Work closely with another Scheduling & Program Administrator to communicate priorities, share workload, and provide seamless handoffs.
Serve as the primary contact for instructor scheduling support and availability.
Manage the Snow School and Private Lesson email inboxes.
Identify staffing needs and recommend scheduling solutions.
Build and manage instructor schedules using Intouch and Sling.
Maintain instructor qualifications, availability, certifications, and workforce records.
Assign instructors based on qualifications and operational needs.
Process schedule changes, attendance records, time-off requests, and post-program administration.
Ensure schedules are accurate and published at least two weeks in advance whenever possible.
Maintain confidentiality and accuracy of employee and participant records.
Review instructor availability to support hiring and workforce planning.
Monitor lesson capacities while balancing labour costs.
Develop scheduling reports, tracking tools, and operational documentation.
Support seasonal setup, process improvements, and administrative projects.
Identify opportunities to improve scheduling and operational efficiency.
Represent WinSport through professional and supportive communication.
Build positive relationships with instructors and colleagues.
Support exceptional guest experiences through accurate scheduling and efficient administration.
Promote fairness, transparency, and continuous improvement.
Foster respectful, inclusive communication.
Support instructor onboarding through accurate scheduling and records.
Work collaboratively to resolve scheduling concerns.
Help create a positive, supportive team environment.