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Coordinator, Equipment and Services, Faculty of Kinesiology

Job ID: 23148

Updated: June 10, 2021

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Outdoor Centre in the Faculty of Kinesiology is currently seeking a Full-time Regular Coordinator, Equipment and Services.

This position, reporting to the Manager of the Outdoor Centre (OC) is based on a Monday to Friday work schedule however, during peak summer/winter times there will be a requirement for weekend and evening work.  Managing and coordinating the rental operations of the OC, this position entails a high volume of work of varying complexity and often with short time-lines for completion. The position requires a proactive approach in a complex environment and requires considerable business acumen and political sensitivity with numerous stakeholders. A high degree of independent judgement and complex decision-making is necessary. Problem solving, conflict resolution, HR functions, document preparation, maintaining good and sound judgment under pressure and attention to detail are necessary. Maintaining clear and concise records is essential.

The University of Calgary Active Living department is one of the largest and most diverse recreation departments based on a North American campus. Active Living has a team of 40 full time and up to 600 part time staff. On an annual basis staff handle 47,000 registrations in over 75 recreational and sporting activities, and provide facility access to over a million users to the facilities: North America's largest Outdoor Centre with climbing and bouldering walls, a gymnastics centre, an Olympic sized pool, a fitness centre with 200 m track, Canadas largest university racquet centre, five gymnasiums and access to the Olympic Oval. The Outdoor Centre also provides its students and community over 16,000 outdoor equipment rental orders each year.

Active Livings mission is to enrich lives by providing quality programming and educational experiences which promote and encourage lifelong active living for all.
The Outdoor Centre (OC) is a unit within Active Living that generates $2,000,000 in revenues annually. The OC is home to approximately 10,000 rental items which are available to rent by students, and the public.

Programs are led by a team of certified and experienced Coordinators in a wide variety of environments with a focus on introductory, skill-based activities. The OC provides a full service ski/snowboard and bike repair shop. The OC is the largest of its kind in North America and strives to be a leader in the area of providing affordable equipment and the education required to access outdoor recreation activities.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Responsible for the organization and administration of the Outdoor Centre rentals inventory and gear
Ensures that gear purchases are completed in a timely manner and are entered to inventory before each season
Maintain an assigned budget for equipment and shop service retail
Determines, rental and retail pricing, initiates purchase orders, payroll entries, monitors expenses and revenues and ensure timely receiving and payment of invoices
Takes a lead role in maintaining a high level of customer service at the Outdoor Centre
In tandem with the Equipment Services Supervisor coordinate and supervise the workflow of customer service staff on a daily basis.  This includes setting work priorities, allocating staff resources and supervision of the workflow of the customer service staff on a daily basis
Acts as the front-line authority who deals with customer complaints or exceptions to policies and procedures regarding equipment rentals
To ensure that the physical infrastructure of the customer service area, including phones, computers etc., are in a state of readiness for the operation
Process program registrations, rental work orders, service/repair contracts, and retail sales on the University computerized systems
Accurately assess fees, process payments, authorize credit card payments, balance daily deposits, process program & rental refunds and transfers
Oversee the management of the Outdoor Centre vehicle fleet
Responsible for developing, planning, delivering and evaluating bike and ski maintenance programs

Qualifications / Requirements:

Five years of office administration and staff management experience and experience in supply chain management and life cycle maintenance
Significant experience with maintenance & repair of outdoor gear
Requires strong interpersonal and communication skills such as diplomacy, punctuality, approachability, calmness during stressful times, the ability to focus and multi-task
Requires strong organizational and time management skills, accuracy, strong attention to detail and a well-developed procedural know-how
Knowledge and experience in the wide variety of outdoor activities offered by the Outdoor Centre
In depth understanding of policies and procedures relating to inventory and equipment management, maintenance including Personal Protective Equipment
Wilderness First Aid is preferred
Valid police security check
Good working knowledge of MS Office applications particularly Excel and Word
Familiarity with University core business systems, CSIS and PeopleSoft is an asset
Strong computer skills with an ability to learn and manage new operating systems

Application Deadline:  June 24, 2021

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is classified in the Professional Career Band, Level 2 of the Management and Professional Staff Career Framework. 

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Kinesiology visit Careers in the Faculty of Kinesiology.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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