Daily Operations Oversight:
- Assign and direct daily operations of the Facility as per instructions from the Recreation & Culture Supervisor
- Ensure adherence to established protocols and procedures for efficient and safe operation
- Monitor performance and address any issues that arise promptly
- Monitor, assess and provide information regarding the recreational needs and priorities of the community
- Assist in developing and evaluating programs and services, including amenity maintenance
Staff Coverage & Leadership
- Provide coverage to the Customer Service Clerks during absences to maintain uninterrupted front desk service delivery
- Provide coverage to the other Parks, Recreation and Culture Coordinators to maintain the level of service
- Assume leadership duties in the absence of the Recreation & Culture Supervisor and Arena Parks Supervisor to maintain service delivery
- Offer guidance and support to staff, fostering a positive and productive work environment
Booking & Scheduling
- Assist in liaising between user groups and the Town of Hinton, assisting customers in defining needs and determining options
- Collaborate with and support community groups in delivering a variety of indoor and outdoor recreation programs/opportunities as appropriate
- Assist in troubleshooting scheduling conflicts and address customer requests and concerns
- Ensure the optimum and efficient use of facilities and services through coordination of routine day-to-day bookings, cancellations, programs, and re-scheduling
- Accept and monitor daily indoor and outdoor facility and equipment use applications from community user groups
- Accept applications for use of facilities under the Joint Use Agreement
- Assist in development and and maintenance of master operating schedules
Communications
- Liaise with the Communications Service Area to ensure consistent, accurate and effective communications with the public meet Town standards:
- Provide Service Area communications by developing and managing internal and external materials and messaging
- Provide back up Service Branch communications
- Create, design, review, and edit press releases, columns, e-newsletters, promotional materials, advertising, website content, and other communications
- Undertake website training and assist employees with website tasks; liaise with the Communications Service Area on topics such as media relations, public engagement, Council’s Strategic Plan as needed
- Prepare and maintain Service Branch annual calendars and related publications
- Assist in ensuring opportunities for feedback on programs and amenity operations
Customer & Support Services
- Support and maintain a high degree of customer service satisfaction by providing general information or assistance, direct or indirect, to the customer
- Coordinate agenda preparation to accurately record minutes and other information as required for Service Branch meetings and initiatives, providing office support as required
- Assist in maintaining departmental administrative processes and systems
- Take initiative in identifying uses or customers for underutilized Service Branch resources
- Assist in negotiating and managing event contracts, checklists, and service agreements
- Assist in liaison between recreation user groups and the Town, assisting the customer with defining needs, determining options, and hosting safe and sustainable programming, including for tenants and lease holders of the facility
Financial Administration
- Prepare monthly invoicing and follow-up on accounts as required, ensuring accurate records are maintained including financial reporting on Service Branch operations
- Provide administrative support to the Recreation & Culture Supervisor and Arena Parks Supervisor for the operating and capital budget preparation, monitoring, and reporting
- Provide technical/advisory support with cash operating systems
- Maintain an inventory of office administrative and programming supplies
- Ensure compliance with operating guidelines, policies, directives, and procedures
- Recommend changes to improve operational efficiency
- Prepare purchase orders and approve expenditures within limits
