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The Administrative Coordinator for the Sport division provides admin support to the Director, Sport and provides guidance to the wider Sport admin team. This role will establish and implement clerical processes and systems for effective monitoring and measuring of Sport revenues, expenses, and customer satisfaction.
Note the days and hours of work for this role are:
Monday - Friday 9a.m to 5p.m
(Temporary Full Time for Approximately 8 Months)
Responsibilities
Coordinating Administration
- Ensures Sport administrative team members fully understand and can use processes and technology tools used for booking rentals, and reporting finances and revenue reports.
- Coordinates and monitors administration of the Sport Development and Golf unit.
- Gathers data and information to use in business proposals, grant applications and bids for Sport business.
- Organizes information and prepares letters for long service awards in the Division.
- Proofreads, formats and coordinates the circulation of the divisional reports, working with Community Services and Council.
- Updates information to our Sport Development and Golf website to ensure messaging is current and relative.
- Reports statistical and revenue information for Sport Development and Golf, post-season.
- Develops, maintains and controls the central filing system for the Sport Division.
- Records, transcribes and distributes minutes for the Sport Division management meetings.
- Secures and tracks WSIB paperwork, Health & Safety reporting, contractor safety and program paperwork.
- Gathers and formats data/information for capital and operating budget preparation.
- Reviews and corrects receivables and payables for Sport Development and Golf.
- Assist with updating fees for Golf courses during the annual budget process.
- Reviews and reconciles bank deposits and prepares Sport Development and Golf deposits.
- Performs other duties as assigned.
- Formats, circulates and sends contracts for review to all parties involved.
- Provides additional information to successful bidder; assists with any administrative services as required.
- Responds to general inquiries regarding the Sport Division.
- Perform other duties as assigned.
- Minimum 2 year diploma or 2 years in a specialized post-secondary program (Office Administration, Administrative Services or Business Studies).
- Minimum 1 year of demonstrated experience in administration coordination.
- The ability to support and project values compatible with the organization.
- Skills and experience in financial administration and data analysis.
- Excellent interpersonal, communication skills, with the ability to respond to inquiries from various levels of internal and external contacts.
- Demonstrated ability to foster and work effectively within a team environment.
- Proven ability to balance multiple tasks and deadlines and to work independently.
- Able to consistently meet strict deadlines with strong attention to detail and a consistently high level of accuracy.
- Available to work various hours including evenings and weekends.
- The ability to travel between locations.
- Proficient in Microsoft Office (Word, Excel, Outlook) and using the Internet.
- Proficient in the use of SAP, Concur Invoice and processing payroll.
- Testing will take place as part of the recruitment process. Only candidates successfully completing the testing will move on for further consideration.
