Sport and Administrative Coordinator

Job Location: 
Whistler Sliding Centre

Whistler Sport Legacies is a multi-operational organization with flexible roles to changing demands within a sport delivery environment.  The Sport and Administrative Coordinator is the primary point of contact for sport users at Whistler Sliding Centre and assists in the delivery of the venue sport plan. This role is responsible for general administrative support to the WSC management team, and works in conjunction with the team and co-operatively with all WSL venues and departments, ensuring seamless information flow and quality product delivery. This regular, full time role requires the ability to work various weekends and evenings.

Responsibilities: 
  • Assist Managing Director and/or the Manager, Sport as directed and including:
    • athlete, volunteer, coach, public, and recruiting inquiries, etc.
    • main point of contact with sliding sport stakeholders, etc.
    • year round sport initiatives focused on athlete recruitment, retention, and programming
    • seasonal reporting, metrics, database maintenance
    • marketing collateral and information sharing to Specialist, Communications
    • execution of international, national, local sport competitions and other events
  • Prepare, maintain, and distribute the winter and summer WSC track schedule
  • Input, maintenance and dissemination of Digital Action Tracking (DATS) information
  • Coordination of purchase order system, accounts payable, and accounts receivable for WSC
  • Liaise and provide required documentation and information to WSL departments including: Human Resources, Payroll, OH&S, Sales and Marketing, as required and directed
  • Liaise with Manager and Supervisor of WSC Sport and Guest Services as directed
  • Support sport coach initiatives as directed
  • Proactively collaborate with all WSL departments to schedule, promote, and manage registration, collect fees, prepare and circulate information including lead up, follow-up, and next step details for sport initiatives
  • Organize and maintain electronic filing system as directed
  • Prepare and share website and social media information for updating
  • Schedule and coordinate meetings including agenda and minute preparation as directed
  • Work collaboratively with all WSL departments and venues
  • Foster a strong culture of health & safety; work with Human Resources and Safety to ensure all WorkSafeBC and BC Safety Authority requirements are met; ensure that a strong relationship exists between the venue and the regulatory bodies and that all certification requirements are and continue to be met within the functional area
  • Adhere to all operational and safety procedures
  • Develop ongoing high level of WSL product knowledge and services and cross-promote in all customer service initiatives when interacting with guests and athletes 
  • Work evenings and/or weekends as required
  • Other duties and tasks as assigned
  • Carry out Whistler Sport Legacies’ AIM philosophy:  All Interactions Matter
  • Assist team with other duties as assigned or required
Education/Experience: 
  • 3+ years administrative experience or equivalent combination of education/experience required
  • General background and knowledge of the sports and programming of bobsleigh, luge, skeleton, and high performance training an asset
  • Safety Management System development and delivery experience
  • Accounts Receivable and Payable experience
  • Experience working with event organizing committees and sport organizations including NSO’s, PSO’s and clubs/organizations
  • Experience volunteering and/or working in a volunteer organization such as a not-for-profit sport organization an asset
  • Valid BC Class 5 Driver’s License
  • Class 4 Driver’s License or Class 4 Unrestricted Driver’s License an asset

Skills

  • Strong interpersonal, organizational and communication skills
  • Strong attention to detail and self-directed entrepreneurial spirit essential
  • Proficient MS office skills required
  • Ability to perform in high pressure, multi-tasking environments independently and with little supervision
  • Able to develop and manipulate data bases and spreadsheet applications
  • Takes personal accountability and responsibility for actions; takes initiative to find creative solutions to problems or issues
  • Willingness to assist other team members (at times outside of the department) as needed and requested
  • Passion for sport and exceptional customer service is essential

Languages

  • Fluency in English required
  • Fluency in French an asset
Physical Requirements: 
  • Ability to work outdoors in variable weather conditions
  • Ability to stand for long periods of time
  • Ability to regularly lift 30lbs
Applications Open/Close: 
Tuesday, June 5, 2018 to Wednesday, June 20, 2018
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