| 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.
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| Position Responsibilities |
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.
Marketing & Communication:
- Responsible for compiling program plans and preparing detailed ideas for digital screens, printed marketing materials and Red Deer Polytechnic website pertaining to all fitness, recreation, and sport.
- Schedules layouts and ideas for all social media platforms for Fitness and Sport Services, Gary W. Harris Canada Games Centre.
- Updates, sharing and response to all social media platforms for Fitness and Sport Services, Gary W. Harris Canada Games Centre.
- Content website editor, maintaining accurate and up to date website content for Fitness & Sport Services pages, Gary W. Harris Canada Games Centre, and other units as requested.
- Ensures marketing development and implementation timelines are met.
- Communicates program information to all staff to ensure clarity of process and procedures.
- Collaboration with Athletics, Events & Community Engagement Coordinator, the Student Life Coordinator and the Employee Wellness working Group to help develop and host events at the Centre.
- Provides excellent customer relations to external and internal partners, communicating regularly with clients from the contract signing to the final invoicing submission and payment processing.
- Responds and maintains all email and calendar platforms for the Gary W. Harris Canada Games Centre and is the first point of contact for a response.
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| About Red Deer Polytechnic |
Focused on advancing the economic and social priorities of Alberta, Red Deer Polytechnic ( RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,300 credit and apprenticeship students and 3,400+ learners with Continuing Education programming. With modern teaching and learning spaces, and state-of-the-art research and innovation centres in advanced manufacturing and energy innovation, the Polytechnic provides applied research opportunities, leadership in the social, economic, and cultural development of Alberta, and myriad lifelong learning opportunities.
Red Deer Polytechnic’s main campus is located on Treaty 7, Treaty 6 and Métis ancestral lands. This is where we will strive to honour and transform our relationships with one another.
Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community.
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