Administrative Assistant, Fitness & Sport Services

at  Red Deer Polytechnic

POSITION SUMMARY

The Administrative Assistant, Fitness & Sport Services provides a wide variety of administrative support, all of which contribute to the efficient and professional operation of the Gary W. Harris Canada Games Centre. Within a customer service focused environment and under the leadership of the Manager, Fitness & Sport Services, the incumbent is responsible for:

• Physical Abilities Requirements Evaluation (PARE) and Fire Testing program entry.
• Entry for Daily drop-in schedules for members and community.
• Event and program registration Xplor Recreation entry
• Budget monitoring, tracking, and reporting.
• Facility purchasing.
• Contracts and employment administration.
• Social media and website Administration for the Gary W. Harris Canada Games Centre.
• Program reception, marketing, data management, communication, and general office duties.
• The Administrative Assistant, Fitness & Sport Services is the first point of contact for Fitness & Sport Services for external community wellness, and partnership event bookings such as (community stencil painting, community programming, external group fitness programming etc.). This involves contract development for internal and external partnerships, invoicing as well as responding to inquiries for pricing, availability, and external program instructor availability.

REQUIRED QUALIFICATIONS

• Two (2) years of post-secondary training in Business Administration, Office Administration or equivalent.
• Minimum two years experience providing comprehensive administrative support in a fast paced, demanding environment with multiple responsibilities.
• Excellent customer service skills and a passion for working with students and the public.
• Knowledge and understanding of administrative processes used in the operation of a large organization and the ability to effectively apply that knowledge to other applications.
• Intermediate computer skills including Microsoft Suite, Banner, Cognos.
• Independent decision-making, problem solving and analytical skills.
• Excellent verbal and written communication skills.
• Knowledge in all areas of modern office practice and procedures.
• Experience preparing letters, memos, and other correspondence accurately.
• Work as an effective team member with all levels of the organization, showing teamwork and cooperation.
• Demonstrate outstanding organizational and time management skills.
• Ability to work under pressure and meet deadlines.
• Demonstrates initiative and motivation.
• Current knowledge of the administration of a post-secondary educational institution, preferred.
• Accuracy and attention to detail.
• Listening skills.

RESPONSIBILITIES OF THE OF THE ADMINISTRATIVE ASSISTANT INCLUDE:

Administrative Support & Software Management:

• Provides excellent, accurate customer relations and information to all students, staff, faculty, alumni, external and internal partners, and community members.
• Creates all internal and external fitness & recreation sport invoicing and facility contracts for payment processing using Xplor Recreation management system and adheres to institutional policies and procedures.
• Approves and completes refunds for services using Xplor Recreation management system and adheres to institutional policies and procedures.
• Provides client communication and services pertaining to outstanding invoice payments within Fitness and Sport services.
• Updates fitness, sport and recreation waivers and other program related materials as required by Division, adhering to institutional policies and procedures.
• Responsible for multiple department email accounts and calendars, maintaining fitness, recreation, intramural outlook calendars and phone lines; responding to routine correspondence, customer requests, concerns, or complaints, providing information to inquiries promptly according to approved procedures.
• Completes all quarterly data entry of music services via Entandem Licensing software for the Fitness & Sport Business Units within Gary W. Harris Canada Games Centre.
• Responsible for Access Online software pertaining to credit cards holders within the Gary W. Harris Canada Games Centre, includes data collection pertaining to purchasing, including FOAP codes, comment descriptions, entering and submitting to signing authorities.
• Maintains inventory and software entering, tracking supply usage in compliance with Red Deer Polytechnic policies/procedures.
• Completes Gary W. Harris Canada Games Centre hiring processes including job postings within People Admin, selection committees and all related duties.
• Gathers and enters all pertinent information for the entering of employment contracts for Fitness and Sport Services employees.
• Completes hiring contract processes and letter compilation.
• Resource and orients new/returning employees and contractors as required.
• Tracks budgets and provides budget information to the Manager as required.
• Provides administrative and program support for Fitness, Sport, PARE, Fire testing and other areas as requested.
• Provides statistical and revenue data reports from Banner and Xplor Recreation sport management system to the Manager as required.
• Completes purchasing for facility, events, programming, fitness equipment, supplies, and materials as needed.
• Routing requests for meetings, bookings and services to facility bookings, food services, janitorial, IT, and security.
• Provides statistical and revenue data reports from Banner and Xplor Recreation sport management system to the Manager as required.
• Updates fitness, sport and recreation waivers and other program related materials as required by Division.
• Responsible for multiple department email accounts and calendars, maintaining fitness, recreation, intramural outlook calendars and phone lines; responding to routine correspondence, customer requests, concerns, or complaints, providing information to inquiries promptly according to approved procedures.
• Routing requests for meetings, bookings and services to facility bookings, food services, janitorial, IT, and security.
• Completes all quarterly data entry of music services via Entandem Licensing software for the Fitness & Sport Business Units within Gary W. Harris Canada Games Centre.
• Attends department meetings as required.

Human Resources and Finance Reporting:

• Completes Gary W. Harris Canada Games Centre hiring processes including job postings within People Admin, selection committees and all related employment contract entering within Banner, e-request portal submissions and requests for all business units at the Gary W. Harris Canada Games Centre. (Sports Services, Guest Services, Personal Training, Summer Camps and Fitness services.)
• Creates and uploads job postings and required documentation to PeopleAdmin as directed by leadership.
• Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required.
• Creates contract letters on behalf of RDP and sends to appropriate Manager/Coordinator, new hire, and People and Culture through DocuSign.
• Responsible for the EPAF entry in Banner for all employee contracts and works with People and Culture and Payroll to ensure timelines and accuracy of entries.
• Monitors and communicates timelines related to employee start dates, end dates, probationary periods, and onboarding dates to appropriate supervisors.

The Administrative Assistant, Fitness & Sport Services provides a wide variety of administrative support, all of which contribute to the efficient and professional operation of the Gary W. Harris Canada Games Centre. Within a customer service focused environment and under the leadership of the Manager, Fitness & Sport Services, the incumbent is responsible for:

• Physical Abilities Requirements Evaluation (PARE) and Fire Testing program entry.
• Entry for Daily drop-in schedules for members and community.
• Event and program registration Xplor Recreation entry
• Budget monitoring, tracking, and reporting.
• Facility purchasing.
• Contracts and employment administration.
• Social media and website Administration for the Gary W. Harris Canada Games Centre.
• Program reception, marketing, data management, communication, and general office duties.
• The Administrative Assistant, Fitness & Sport Services is the first point of contact for Fitness & Sport Services for external community wellness, and partnership event bookings such as (community stencil painting, community programming, external group fitness programming etc.). This involves contract development for internal and external partnerships, invoicing as well as responding to inquiries for pricing, availability, and external program instructor availability