Nanaimo Gymnastics School (NGS) is seeking a dynamic, committed, and skilled administrator to work alongside our experienced and dedicated coaching team and Board of Directors in the role of Office Administrator. Committed to fostering amateur gymnastics, sportsmanship, and good citizenship, NGS is a fully equipped gymnastics facility that has been delivering quality gymnastics instruction for over 40 years in the central Vancouver Island area. NGS offers a variety of programs, including a successful Women’s Artistic Gymnastics (WAG) program, preschool and recreational classes, and private birthday parties. If you have experience effectively managing a recreational program and/or facility, have an authentic leadership style, enjoy working with children and youth, are detail-oriented, and are motivated by working with a professional team in an active environment, we encourage you to apply.
Core Responsibilities:
- Oversee and manage registration systems; process all registrations
- Track payments and ensure reconciliation of all accounts in a timely fashion
- Answer phones and greet all customers in a courteous and professional manner
- Respond to customer questions and concerns in a timely, consistent manner via in-person office visits, phone calls, and digital platforms
- Supervise and mentor desk staff
- Organize and develop office operations and procedures
- Oversee banking needs
- Seek out and apply for grants, subsidies, and other external funding
- In partnership with the management team, support the recruitment, hiring, and on- boarding of new staff, including orientations and ongoing training
- Liaise with the NGS Board monthly to report on operational and financial matters
- Liaise with Gymnastics BC for all membership registrations, payments, and reporting
- Liaise with various regulatory bodies, such as Island Health, viaSport BC, and applicable government agencies
- In consultation with the management team, prepare the annual operating budget and control expenditure within budget parameters approved by the board, including purchases, hiring, and repairs
- In consultation with the NGS Board of Directors and management team, develop and implement human resource policies, safety and/or communicable disease plans, and maintain personnel files
- In partnership with the NGS Board of Directors and management team, support the development of the NGS strategic plan
- Maintain current, organized, and secure filing system
- Monitor gym and office supplies and order supplies as necessary
- Ensure front desk, reception, and public areas are maintained and cleaned daily
- Facilitate building maintenance and liaise with building owners
- Ensure that required government reports are filed in a timely fashion
- Ensure that the BC Privacy Act, BC Employment Standards Act, industry insurance requirements and WorkSafe BC protocols are always followed
Ideal Candidate:
- Degree in the field of business administration, management, or recreation/sport management
- 5+ Years of experience managing a fast-paced office with significant emphasis on customer service
- Experience with bookkeeping, Quickbooks, and payroll processes
- Experience managing a budget
- Knowledge of the BC Employment Standards Act, WorkSafe BC, BC Privacy Act, and BC Societies Act
- Experience with computer registration systems (Uplifter)
- Computer skills with a strong foundation in Microsoft Office Word and Excel, database management systems, and knowledge of current technologies and web-based applications
- Strong oral and written communication skills
- Excellent customer service skills
- Team-oriented with effective conflict resolution skills
- Exhibits a strong attention to detail, and is a confident leader
- CPR/First Aid Certification
- Clean Police Information Check (or ability to complete one prior to the start of employment)
- Experience and knowledge of sport facilities and not-for-profit organizations
- Has knowledge of a gymnastics setting; experience coaching a plus
Although not required, preference will be given to candidates who also have the following:
- Completion of Making Ethical Decisions and Respect in Sport, or be willing to complete these programs
- Gymnastics Coach Training: Foundations Level 1 (all disciplines), and Level 2 Trampoline Coach Certification, or be willing/physically able to obtain these
Hours:
This 25 – 35 hour per week position requires a flexible work schedule, including some evenings and weekends.
Salary:
$22 – $26 based on education and experience; 3 weeks paid vacation