Job Description

This position would start immediately and is for the University of Windsor.
The position would go until approximately March 2026. U of W working experience would be considered an asset.
Job Purpose
This position reports to the Athletics and Facilities Services Manager and is responsible to provide support and assistance in the day to day operations of the Campus Athletic and Recreational Facilities. This position also provides administrative and clerical support to the Recreation Program and is responsive to the support needs of the Recreation Coordinator.
Key Job * Day to Day Administrative and Secretarial Support to Facility Operations and Service Desk Coordination.

• Assists in the computation of yearly reports by tracking monthly statistical information and preparing needed materials. Creation and distribution of Activenet reports as requested (erg. Financial, Memberships, Population, Registrations, Facilities & Reservations, Marketing, CRM).
• Transfer all Xerox charges within the Centre using the FIS
• Order all office supplies within the Centre
• Responsible for day time operation of the East Lobby Service Desk and all related tasks (memberships, rentals, program registrations, response to client queries, etc.
• Oversee the Centre key control peg board system. Issues pegs to staff. Maintains inventory of key coded door codes.
• Reconcile and maintain 3 cash floats
• Ensure Department has the mandatory first aid and defibrillators in all areas of the facility as required by law

• Preparation of Student Staff Payroll (Concessions, Lifeguards, Centre Student Staff, Work Study Students)

• Input all student payroll and work-study hours in UtimeApp program for the Centre... and student staff from other areas of ARS as assigned
• Ensure payroll is accurate and submitted according to payroll deadlines.
• Tracks student staff payroll and reports to the Director on monies spent on student payroll on a weekly and yearly basis
• Respond to all payroll inquiries and staffing issues regarding payment of wages

• Administration for Facilities

• Prepare facility rental contracts for approval by the Athletics and Facilities Services Manager
• Generates all invoices for rentals within the Centre facilities
• Keeps up to date records of all rental revenues. Reports this information to the Athletics and Facilities Services Manager
• Utilizes the Activenet platform to complete bookings, contracts & invoices
• Assists the Athletics and Facilities Services Manager in inputting events and booking of rentals for the Centre into the Activement program platform
• Submits and tracks all work orders for the Athletics & Recreational Facilities through Tero Web Work program

• Administration and student staff oversight of the Centre and University Stadium Concessions

• Responsible for cash reconciliation and ensures that deposits are made immediately following each event and preparing journal entries and transfers on the FIS system
• Plans concessions for events and outside group within the Centre...at the direction of the Athletics and Facilities Services Manager
• Recommends to Athletics and Facilities Services Manager regarding the hiring, training and scheduling of approximately 10 student staff
• Within established guidelines, recommends and then selects the product sold for events. Schedules students for concessions based on size of event
• Tracks concession revenues to predict operation of future events
• May need to travel occasionally (in own vehicle) to purchase necessary products
• May be contacted after hours to give direction to staff for events occurring on evenings or weekends

• Processing of Membership Applications

• Respond to all inquiries relating to access to the Centre facilities for University employees and their dependents
• Processing memberships for all University employees and their dependents and community members to the Centre using the Activenet Program
• Provides ActiveNet memberships revenue reports

Skills/Knowledge/Experience/Education required

• Diploma in Office Administration or experience providing administrative support in an office environment
• Knowledge/Experience working with Web Based Data and Software Applications
• Knowledge of Microsoft Office Suite (Word, Excel) - Office 365 & Outlook
• Knowledge of Microsoft Office 365
• Previous budgetary experience including experience on a computerized accounting system e.g. (Financial Information system)
• Experience with updating website (i.e. Drupal)
• Ability to prioritize, problem solve and multi-task
• Excellent organizational, initiative and attention to detail
• Excellent interpersonal, verbal and written communication skills as it relates to working in a diverse student and client environment

Skills Required