Coordinator, Client Services, Active Living-Faculty of Kinesiology
About the role
The **Active Living ** in the Faculty of Kinesiology is currently seeking a Full-time Regular Coordinator, Client Services.
The University of Calgary's 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 our staff handle 47,000 registrations in over 75 recreational and sporting activities, and provide facility access to over a million users to our 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, Canada's 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.
This position reports to the Manager, Student and Client Services with an accountability to the Director, Active Living and Outdoor Centre. This position requires flexibility to work with Manager's schedule, as well as the hourly staff. This will include weekday, evening, and weekend shifts. Client Services is open weekdays from 6:00am-11:00pm and weekends from 8:00am-9:00pm. This position can work up to 35 hours per week. Overtime may be required on occasion. The candidate is member of the Local 52 of the AUPE.
Summary of Key Responsibilities (job functions include but are not limited to):
The individual in this position is responsible for completing all tasks as assigned by the Manager, Student and Client Services. There are daily and weekly tasks that must be completed during the course of each shift. Listed below are some of the tasks and duties that are required of this position;
Client Services Operations:
- Staff recruitment and on-the-job training of all hourly student employees and shift Supervisors
- Mentorship, coaching, and support of hourly staff
- In-scope supervision, delegation of tasks, and responsibilities for staff members
- Accomplish team objectives and communicate developments with staff
- Initiate change to work toward new initiatives
- Operational management of the Client Services desk
- Liaise with management to set short and long-term operational goals; estimating budgetary requirements for staff and equipment planning
- Work closely with the Operations department and coordinators to ensure that facilities are kept in working order and clean condition
- Implement policies and procedures set out by the Student and Client Services Manager and Active Living team
- Order merchandise and rental equipment for Client Services, ensure laundry machines & chemical distribution systems are maintained
- Monitor membership payment plans, restock brochure displays, and ensure video displays are up to date
- Understands and meets the requirements of the Payment Card Industry compliance standards on behalf of Client Services and the University
- Ensures lockers are maintained and facilitates their generation of revenue
- Assist in troubleshooting Moneris machines, phone systems, and computers/printers
- Ensure equipment and gear rentals are cleaned and safe for users
Administrative Tasks:
- Effectively provide administration within Client Services. This includes, but is not limited to, registrations, rentals, memberships, and point of sale services
- Coordinate monthly staff schedules
- Assist with monitoring payroll deadlines and timesheets
- Assist or back-up other staff as needed to cover vacations or sick leave
- Develop improvements to administrative policies and procedures when necessary and appropriately escalate emerging issues to the Manager
- Coordinate internal meetings with hourly staff
- Attend regular staff meetings; create agendas; post minutes; document, assimilate information and follow-up from those meetings
- Develop and maintain staff communications documents such as staff pass-ons, daily checklists, and incident reporting
- Edit advertisements for job postings and job application forms
Customer Service:
- Ensures customer satisfaction by addressing complaints, concerns and suggestions and providing appropriate follow-through with involved groups
- Ensure clients are dealt with in a kind and courteous manner
- Process registrations/payments, ensure proper record keeping, submit invoices
- Promote memberships, day passes, and offerings to current members with the goal of increasing facility usage and student engagement
- Maintain and update information on the Active Living website and CSIS
- Pleasantly and respectfully interacts with co-workers, supervisors and members of the University Community
- Maintain a positive working relationship with all Kinesiology staff and departments
- Ensure access policy and procedures and gym checks are enforced
- Maintain high quality signage and a clean appearance in the change rooms and surrounding areas
- Monitor Kinesiology shipping & receiving procedures
Personal Effectiveness:
- Able to work independently as well as within a team structure
- Manages time appropriately
- Demonstrates respect, dignity, and integrity in interpersonal relationships
- Demonstrates positive personal coping and wellness strategies
- Demonstrates leadership in emergency or high stress situations
Qualifications / Requirements:
- Must hold a post-secondary degree; specific focus in Kinesiology/Sport & Recreation considered an asset
- Must have demonstrated professional experience supervising a team of 3-10 staff at a front desk within the recreation industry for a minimum of three years
- Five year's of demonstrated professional experience in recruitment processes
- Must be available for evenings and weekends shifts
- Five year's of demonstrated ability to develop and provide excellent customer service; strong communication skills
- Exemplary interpersonal skills and the ability to work effectively both independently and as part of a team (demonstrating flexibility and initiative), completing work with minimal supervision
- Demonstrated ability to work in a high volume environment with frequent interruptions and changing priorities
- A minimum of four year's experience working with computer software applications including Microsoft Outlook, Word, and Excel
- Strong administrative and computer skills with an ability to learn and manage new operating systems
- Three year's of experience of demonstrated knowledge of PCI security
- Working knowledge of the University of Calgary's Client Service Integration System and Point of Sale software considered an asset
- Working knowledge of PeopleSoft and related University Policies and Procedures considered an asset
- Must have current First Aid/CPR certification
Application Deadline: September 29, 2025
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.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our [Management and Staff Careers website](https://careers.ucalgary.ca/search/jobs?q=&ns_job_type_page=management- and- staff&cf%5Bjobfamily%5D%5B%5D=ASA&cf%5Bjobfamily%5D%5B%5D=FIN&cf%5Bjobfamily%5D%5B%5D=HRL&cf%5Bjobfamily%5D%5B%5D=HRS&cf%5Bjobfamily%5D%5B%5D=INT&cf%5Bjobfamily%5D%5B%5D=LBS&cf%5Bjobfamily%5D%5B%5D=MGT&cf%5Bjobfamily%5D%5B%5D=PRO&cf%5Bjobfamily%5D%5B%5D=RSS&cf%5Bjobfamily%5D%5B%5D=SKT&cf%5Bjobfamily%5D%5B%5D=SLT&cf%5Bjobfamily%5D%5B%5D=STU&cf%5Bjobfamily%5D%5B%5D=TEC&ns_faculty_unit_page=).
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enteprising city. It is a top research university and one of the highest- ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is [Canada's leader in the creation of start-ups](https://ucalgary.ca/news/ucalgary-top-startup-creator- amongst-research-institutions-canada). Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy 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.
As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the[ Office of Institutional Commitments](https://www.ucalgary.ca/provost/strategic-initiatives/office- institutional-commitments) (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
_Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. _
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’
Coordinator, Client Services, Active Living-Faculty of Kinesiology
About the role
The **Active Living ** in the Faculty of Kinesiology is currently seeking a Full-time Regular Coordinator, Client Services.
The University of Calgary's 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 our staff handle 47,000 registrations in over 75 recreational and sporting activities, and provide facility access to over a million users to our 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, Canada's 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.
This position reports to the Manager, Student and Client Services with an accountability to the Director, Active Living and Outdoor Centre. This position requires flexibility to work with Manager's schedule, as well as the hourly staff. This will include weekday, evening, and weekend shifts. Client Services is open weekdays from 6:00am-11:00pm and weekends from 8:00am-9:00pm. This position can work up to 35 hours per week. Overtime may be required on occasion. The candidate is member of the Local 52 of the AUPE.
Summary of Key Responsibilities (job functions include but are not limited to):
The individual in this position is responsible for completing all tasks as assigned by the Manager, Student and Client Services. There are daily and weekly tasks that must be completed during the course of each shift. Listed below are some of the tasks and duties that are required of this position;
Client Services Operations:
- Staff recruitment and on-the-job training of all hourly student employees and shift Supervisors
- Mentorship, coaching, and support of hourly staff
- In-scope supervision, delegation of tasks, and responsibilities for staff members
- Accomplish team objectives and communicate developments with staff
- Initiate change to work toward new initiatives
- Operational management of the Client Services desk
- Liaise with management to set short and long-term operational goals; estimating budgetary requirements for staff and equipment planning
- Work closely with the Operations department and coordinators to ensure that facilities are kept in working order and clean condition
- Implement policies and procedures set out by the Student and Client Services Manager and Active Living team
- Order merchandise and rental equipment for Client Services, ensure laundry machines & chemical distribution systems are maintained
- Monitor membership payment plans, restock brochure displays, and ensure video displays are up to date
- Understands and meets the requirements of the Payment Card Industry compliance standards on behalf of Client Services and the University
- Ensures lockers are maintained and facilitates their generation of revenue
- Assist in troubleshooting Moneris machines, phone systems, and computers/printers
- Ensure equipment and gear rentals are cleaned and safe for users
Administrative Tasks:
- Effectively provide administration within Client Services. This includes, but is not limited to, registrations, rentals, memberships, and point of sale services
- Coordinate monthly staff schedules
- Assist with monitoring payroll deadlines and timesheets
- Assist or back-up other staff as needed to cover vacations or sick leave
- Develop improvements to administrative policies and procedures when necessary and appropriately escalate emerging issues to the Manager
- Coordinate internal meetings with hourly staff
- Attend regular staff meetings; create agendas; post minutes; document, assimilate information and follow-up from those meetings
- Develop and maintain staff communications documents such as staff pass-ons, daily checklists, and incident reporting
- Edit advertisements for job postings and job application forms
Customer Service:
- Ensures customer satisfaction by addressing complaints, concerns and suggestions and providing appropriate follow-through with involved groups
- Ensure clients are dealt with in a kind and courteous manner
- Process registrations/payments, ensure proper record keeping, submit invoices
- Promote memberships, day passes, and offerings to current members with the goal of increasing facility usage and student engagement
- Maintain and update information on the Active Living website and CSIS
- Pleasantly and respectfully interacts with co-workers, supervisors and members of the University Community
- Maintain a positive working relationship with all Kinesiology staff and departments
- Ensure access policy and procedures and gym checks are enforced
- Maintain high quality signage and a clean appearance in the change rooms and surrounding areas
- Monitor Kinesiology shipping & receiving procedures
Personal Effectiveness:
- Able to work independently as well as within a team structure
- Manages time appropriately
- Demonstrates respect, dignity, and integrity in interpersonal relationships
- Demonstrates positive personal coping and wellness strategies
- Demonstrates leadership in emergency or high stress situations
Qualifications / Requirements:
- Must hold a post-secondary degree; specific focus in Kinesiology/Sport & Recreation considered an asset
- Must have demonstrated professional experience supervising a team of 3-10 staff at a front desk within the recreation industry for a minimum of three years
- Five year's of demonstrated professional experience in recruitment processes
- Must be available for evenings and weekends shifts
- Five year's of demonstrated ability to develop and provide excellent customer service; strong communication skills
- Exemplary interpersonal skills and the ability to work effectively both independently and as part of a team (demonstrating flexibility and initiative), completing work with minimal supervision
- Demonstrated ability to work in a high volume environment with frequent interruptions and changing priorities
- A minimum of four year's experience working with computer software applications including Microsoft Outlook, Word, and Excel
- Strong administrative and computer skills with an ability to learn and manage new operating systems
- Three year's of experience of demonstrated knowledge of PCI security
- Working knowledge of the University of Calgary's Client Service Integration System and Point of Sale software considered an asset
- Working knowledge of PeopleSoft and related University Policies and Procedures considered an asset
- Must have current First Aid/CPR certification
Application Deadline: September 29, 2025
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.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our [Management and Staff Careers website](https://careers.ucalgary.ca/search/jobs?q=&ns_job_type_page=management- and- staff&cf%5Bjobfamily%5D%5B%5D=ASA&cf%5Bjobfamily%5D%5B%5D=FIN&cf%5Bjobfamily%5D%5B%5D=HRL&cf%5Bjobfamily%5D%5B%5D=HRS&cf%5Bjobfamily%5D%5B%5D=INT&cf%5Bjobfamily%5D%5B%5D=LBS&cf%5Bjobfamily%5D%5B%5D=MGT&cf%5Bjobfamily%5D%5B%5D=PRO&cf%5Bjobfamily%5D%5B%5D=RSS&cf%5Bjobfamily%5D%5B%5D=SKT&cf%5Bjobfamily%5D%5B%5D=SLT&cf%5Bjobfamily%5D%5B%5D=STU&cf%5Bjobfamily%5D%5B%5D=TEC&ns_faculty_unit_page=).
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enteprising city. It is a top research university and one of the highest- ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is [Canada's leader in the creation of start-ups](https://ucalgary.ca/news/ucalgary-top-startup-creator- amongst-research-institutions-canada). Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy 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.
As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the[ Office of Institutional Commitments](https://www.ucalgary.ca/provost/strategic-initiatives/office- institutional-commitments) (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
_Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. _
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’