Scheduling Administrator, Snow School & Freestyle

Job Details

Description

What the role is all about:

The Scheduling Administrator plays a key role in ensuring WinSport Outdoor Sport programs are safely and effectively staffed while supporting the day-to-day administration of winter operations, including Freestyle, Snow School and Ski/SB School Groups. Working closely with leadership, instructors, Guest Relations, Team & Culture, and fellow scheduling team members, this position is responsible for workforce planning, schedule administration, staffing coordination, instructor records, attendance administration, and operational support across Intouch, UKG, Sling, and other operational systems.

As WinSport continues to expand the use of the Intouch POS system, this role supports both scheduling and program administration, including maintaining instructor schedules, qualifications, attendance records, and post-program administrative tasks such as class attendance verification and check-ins. Working as part of a scheduling team, this position requires strong communication, collaboration, and organization to ensure seamless operational coverage throughout the week.

Success in this role requires exceptional organizational, communication, and problem-solving skills, the ability to manage multiple priorities in a fast-paced environment, and a commitment to demonstrating WinSport's Behaviour Expectations.

As a Scheduling Administrator, you strive to approach your work to align with our 6 values which are at the core of who we are and what we do at WinSport.

• Safety
• Integrity
• Belonging
• Collaboration
• Inspiration
• Sustainability
  
  

What You Will Be Doing

Safety

We anticipate risk and act early.

• Follow all WinSport safety policies and procedures.
• Build and maintain schedules that meet staffing requirements, certifications, qualifications, and instructor-to-participant ratios.
• Maintain accurate scheduling and attendance records within Intouch, UKG, and Sling.
• Complete post-program attendance verification and class check-ins within Intouch.
• Monitor staffing shortages and scheduling risks, communicating solutions to leadership.
• Support contingency staffing during operational disruptions.
  
  

Collaboration

We win and lose as one team.

• Collaborate with leadership, instructors, Guest Relations, Team & Culture, and hiring managers to coordinate staffing.
• Work closely with another Scheduling & Program Administrator to communicate priorities, share workload, and provide seamless handoffs.
• Serve as the primary contact for instructor scheduling support and availability.
• Manage the Snow School and Private Lesson email inboxes.
• Identify staffing needs and recommend scheduling solutions.
  
  

Integrity

We build trust through accountability.

• Build and manage instructor schedules using Intouch and Sling.
• Maintain instructor qualifications, availability, certifications, and workforce records.
• Assign instructors based on qualifications and operational needs.
• Process schedule changes, attendance records, time-off requests, and post-program administration.
• Ensure schedules are accurate and published at least two weeks in advance whenever possible.
• Maintain confidentiality and accuracy of employee and participant records.
  
  

Sustainability

We deliver results that keep us relevant.

• Review instructor availability to support hiring and workforce planning.
• Monitor lesson capacities while balancing labour costs.
• Develop scheduling reports, tracking tools, and operational documentation.
• Support seasonal setup, process improvements, and administrative projects.
• Identify opportunities to improve scheduling and operational efficiency.
  
  

Inspiration

We Ignite Possibility Through Sport And Experience.

• Represent WinSport through professional and supportive communication.
• Build positive relationships with instructors and colleagues.
• Support exceptional guest experiences through accurate scheduling and efficient administration.
• Promote fairness, transparency, and continuous improvement.
  
  

Belonging

We create a place where everyone belongs.

• Foster respectful, inclusive communication.
• Support instructor onboarding through accurate scheduling and records.
• Work collaboratively to resolve scheduling concerns.
• Help create a positive, supportive team environment.
  
  

What You Bring

• 1–2 years of experience in scheduling, workforce planning, program administration, or a related role.
• Excellent organizational, time management, and problem-solving skills with strong attention to detail.
• Strong communication and customer service skills.
• Ability to manage multiple priorities while working independently and collaboratively.
• Proficiency with Microsoft Office (Outlook, Excel, Word, Teams).
• Experience with scheduling or workforce management systems (Intouch, UKG, Sling, or similar) is an asset.
• Experience in recreation, sport, education, hospitality, or seasonal operations is an asset.
• Knowledge of ski, snowboard, mountain bike, or outdoor recreation programs is an asset.
  
  

You Will Be

• Primarily desk-based with extended computer use.
• Ability to manage multiple priorities in a fast-paced environment.
• Occasional lifting of materials up to 20 lbs.
• Occasional movement throughout WinSport facilities.
  
  

Employment Dates & Times

• Seasonal full-time or part-time position.
• Schedule based on operational requirements.
• Evening, weekend, and holiday work is required.
• Ideal start date: September 21, with responsibilities and hours progressively ramping up in preparation for hill opening on November 20.
• Expected contract end date: April 15.Hours vary throughout the season.
  
  

WinSport Team Member Performance Expectations and Behaviours

• Collaboration
• Takes responsibility for their part of shared work
• Communicates clearly with teammates and partners to support team and guest outcomes
• Steps in to support others when needed
• Safety
• Follows safe work practices consistently
• Notices hazards and speaks up early
• Adjusts behaviour when conditions change
• Integrity
• Does what they say they will do, follows shared standards, and owns their responsibilities
• Is honest about mistakes and works to fix them
• Asks for help when needed to meet commitments
• Sustainability
• Focuses on priority work and avoids unnecessary rework
• Uses time, equipment, and resources responsibly
• Adjusts approach when plans or conditions change
• Inspiration
• Brings positive energy, enthusiasm, and joy to every guest interaction
• Helps guests feel welcomed, valued, and appreciated
• Listens to guest feedback and responds with care and action
• Belonging
• Treats guests and teammates with respect and care
• Practices active listening in daily interactions
• Includes others and avoids behaviours that exclude or dismiss
  

What We Can Offer You

In addition to helping develop the next generation of winter athletes, WinSport team members also receive the following added benefits:

• Free WinSport Winter Season Pass
• Reciprocal skiing privileges at participating ski resorts
• Discounts on food, beverage, retail, and programs
• Access to the WinSport Performance Training Centre
  
  

Discover, Develop, And Excel With WinSport

Working with WinSport means you will be part of one of the most unique sport institutes in the world. At WinSport we pride ourselves on providing exceptional services to support our guests in training and maintaining an active lifestyle. We are a key provider within the local Ski and Snowboard community providing people of all ages and abilities with a place to progress their riding skills. We will support you along your pathway as you discover, develop and excel in your role at WinSport.