Park and Facility Services - Administrative Coordinator

About the Calgary Stampede

The Calgary Stampede celebrates the people, the animals, the land, the traditions and the values that make up the unique spirit of the west. The Calgary Stampede contributes to the quality of life in Calgary and southern Alberta through our world-renowned Stampede, year-round facilities, western events and several youth and agriculture programs. Exemplifying the theme We’re Greatest Together, we are a volunteer-supported, not-for-profit community organization that preserves and celebrates our western heritage, cultures and community spirit. All revenue is reinvested into Calgary Stampede programs and facilities.

Position Summary

Reporting to the Service manager of Park and Facility Services the Administrative Coordinator works independently, establishes work priorities to meet deadlines, exercises judgment and discretion in the handling of all department-related materials, and provides excellent customer service to internal and external clients. This position is part of the service team and involves a wide variety of administrative functions involving confidential and time sensitive materials.

Responsibilities

• Prioritize and follow-up on internal and external communications and documentation
• Compile and organize data to assist with report preparation, including ISO 14001 and transportation documentation
• Provide administrative support to the department management team
• Accounting administration including daily processing of purchase orders and invoices, review and follow up for month end closing, monthly petty cash reconciliation and assisting with budget spreadsheets
• Provide key user support in Smartsheet and for employee scheduling via Workforce Management software
• Coordinate the scheduling and reporting of Life Safety inspections for Stampede Park
• Assist with the service coordination and monitoring of maintenance and projects tasks
• Track and coordinate the assignment of tech devices and assets used by employees for task assignment and time allocation.
• Provide tutorials and new user documents for tech devices
• Provide administrative and clerical support, including; answering phones, typing correspondence, distributing mail, scheduling meetings and appointments, completing staff notices and ordering of office supplies
• Oversee the onboarding process for the department seasonal hires including maintaining and updating new hire documentation
• Safety administration including, updating and maintaining safety and training records with the e-Compliance system, recording and distribution of minutes from monthly safety meetings, coordinate and schedule all safety and equipment training, and updating department Safe Work Permits for outside contractors.
• Track and bill inventory used monthly
• Assist with the content and format of all department Standard Operating Procedures

Qualifications

The ideal candidate will be proactive, optimistic and have worked in an dynamic environment where they have experience delivering on multiple priorities and will hold the following qualifications:

• A diploma in Administration or a related field from an accredited college
• Three plus years of related professional services or client services experience
• Strong verbal and interpersonal communication skills, ability to communicate in a clear concise manner
• Advance knowledge of MS Office Suite (Excel, Word, Outlook and PowerPoint) and database applications
• Knowledge of Workforce Management/scheduling processes and practices; experience working within a scheduling software system is preferred.
• Knowledge of occupational health and safety compliance software is an asset
• Knowledge of the Ungerboeck system and Smartsheet is an asset
• Self-starter, able to work on his/her own initiative with minimal supervision

Benefits

The Calgary Stampede offers a unique and exciting work environment, an excellent total compensation package and the opportunity for advancement and employee training.

To Apply

To apply, please submit your resume.

All applicants are thanked in advance and advised that only those selected for interviews will be contacted.