Team & Culture, Admin Coordinator

Description

The Administrative Coordinator, Team & Culture is responsible for a broad range of administrative, operational, and support functions across the department, with direct impact on the experience of team members and volunteers at every stage of their time with Win Sport.

The Administrative Coordinator, Team & Culture is responsible for a broad range of administrative, operational, and support functions across the department, with direct impact on the experience of team members and volunteers at every stage of their time with Win Sport.

The Administrative Coordinator works across all areas of the T&C department, providing administrative and coordination support to the full range of departmental programs and functions. This includes file and record management, policy and contract administration, onboarding and training coordination, the volunteer program, the uniform program, and leadership and development initiatives.

The role carries a high administrative volume and requires strong organizational skills, attention to detail, and the ability to manage competing priorities independently.

• Act as the primary point of contact for T&C inquiries, managing the shared inbox, responding directly to routine requests, and directing others to the appropriate team member.
• Prepare employment confirmation and proof of employment letters for current and former team members.
• Coordinate job grant applications, including tracking submissions, deadlines, and follow-up correspondence.
• Keep the T&C Win Sportal current, updating content, resources, and department information on an ongoing basis.
• Manage departmental supplies ordering and maintain appropriate inventory levels.
• Set up purchase orders as required for departmental procurement.
• Maintain the T&C storage room in an organized and inventoried state.

• Support the processing of job changes in the HRIS, including internal hires, reclassifications, secondary job additions, and wage adjustments.
• Process wage transfers accurately and within required timelines.
• Prepare and distribute end‑of‑season contract letters and seasonal contract extensions.
• Track professional development requests, process approvals, and maintain accurate records.
• Maintain listing of new and departing team members coordinating with Marcom on the hello and goodbye list.

• Coordinate the administrative components of the onboarding process for new team members, including documentation, system access, and scheduling.
• Support the delivery of new hire orientation, including logistics, materials, and follow‑up on outstanding items.
• Communicate benefits, policies, and departmental resources to new team members during the onboarding period.
• Support the production of s and nametags for new team members and process replacement requests for existing team members.
• Administer the LMS, including assigning training, tracking completion, and producing reports as required.
• Provide administrative support for leadership and development programs, including workshop logistics, participation tracking, and feedback collection.

• Provide administrative support to the volunteer program and its governing committee as required, including maintaining records in Better Impact, assisting with scheduling and logistics, tracking hours and agreements, and supporting orientations and engagement activities.

• Assist with uniform ordering for annual cycles and ad hoc requests.
• Support inventory tracking and reconciliation.
• Assist with uniform exchanges and replacements following initial distribution.
• Support the end‑of‑season uniform return process and reconciliation.
• Process uniform‑related invoices and rebates, including Shoes for Crews and the Win Sport Clothing Allowance.
• Support uniform laundering coordination as required.
• Communicate uniform updates or changes to relevant departments as directed.

• Oversee the Taxi Chit program, including ordering, invoice processing, and distribution.
• Coordinate Win Sport Hockey League (WHCL) administration, including contracts…