Oros Whistler Gymnastics Center Organizational Structure
2015-16
Whistler Gymnastics
Club BOD of Directors
and Volunteers
Oros Whistler
Gymnastics Centre
Staff
Oros Whistler
Gymnastics Club
Members
Friends of Oros
Whistler Gymnastics Club Volunteers and BOD
Volunteer Membership-registered adult members or parents of registered members
Board of Directors (BOD) 5-8 Directors elected annually from membership to form Executive Board - positions include
President, Vice President, Treasurer, Secretary, Volunteer Coordinator, Funding Coordinator, Planning Advisor and Membersat-Large from program areas:-COMP, GFA, ACCESS, ACTIVE START, and PEMBERTON
Volunteer Positions:-Clothing Coordinator; Grant Writing Assistant; Harassment Officers; Sponsorship Coordinator; Policy &
Procedure Advisor; Admin Assistants; Equipment & Facility Assistants; Graphic Assistants, Web Assistants, Newsletter
Coordinator, Photography Coordinator, Media Releases, Committee Chairs
Volunteer Committees:- Hiring; Event; Recruiting; Fundraising, Meet Hosting, others TBA as needed
Oros Whistler Gymnastics Center Management Staff
Pemberton Manager
Oros Program Manager
Oros Head Coach
GFA (TG and AG)
Oros Head Coach
Comp Trampoline
Oros Head Coach
Comp AG
to
Louise Slack
Karin Jarratt
G
G
G
Active Start
Coordinator
Oros Summer
to
Coordinator
Gymnasti
Generalana
ger
Certified Coaches
M
M
Gymnasti
Generalana
ger
Trained Coaches
to
Sandy Belczyk
Financial
Assistant
to
Claire Thornwaite
Pemberton FinancialG
Assistant-Claire
to
Oros Facilities
Coordinator
to
Oros Marketing
Coordinator
Karin Jarratt
Corley Mcelwain
Oros Front Desk
G
Assistant
to
Website Manager
Karin
K
Desk
K
Pemberton Operations
transition -Sandy
Jenna Yedinak
C
MManagerManager
Catou Tyler
Tami Mitchell
Oros Business Manager
Gymnasti
Gymnasti
Gymnasti
Generalanag
Generalana
Generalan
Coaching Staff
A
er
ager
Coaches-in-Training (CIT)
Pre ger
Coaches-in-Training (PRECIT)
K
Volunteer Assistants
Club Members
Registered participants, coaches,
volunteers, and staff
C
Individual memberships: - Annual, Casual, Non-Member
to
Friends Cof Oros
Associate Members, Guests, Partnerships, Sponsors, Donors, Supporter, Media, Community Associates
to
to
2015-06-18
Page 1
to
2015-16 Total $92385
plus benefits $7752
2014-15 Total $77135
plus benefits $6500
2013-14 Total $68,550
plus benefits $2900
2012-13 Total $64,133
plus benefits $2600
plus benefits $7500
Oros Whistler Gymnastics Centre Management Summary 2015-16
to
to
Oros Program
Manager
Oros Business
Manager
Pemberton
to
General
Manager
12625/12
$28710/12
$12000/12
permanent part-time
permanent part-time
casual annual
Benefits family $1512, single $852
Negotiated Benefits $852+$400
Benefits family $1512, single $852
(39 wks*9hrs)+(7wks*6hrs)
(36wks*28hrs)+flex +(10wks*12hrs)
36 wks*9hrs)+6 wks*6 hrs
6 weeks off
6 weels off
10 weeks off
flexible scheduling 6-9hrs
3 shifts per week plus flex time
plus $1250 for AS Coordinator
plus $2000 for Front Desk & $1000 for
Web Site
Head Coach
GFA(TG&AG)
Head Coach
Comp TG
Head Coach
Comp AG
•$7000/12
•casual annual
•Benefits
family $1512,
single $852
•plus coaching
hrs/at rate in
program
•Session (S-J)
•3 weeks off
•6 hrs weekly
•$7000/12
•casual annual
• Benefits
family $1512,
single $852
•plus coaching
hrs/at rate in
program
•Session(S-J)
•3 weeks off
•6 hrs weekly
•$7000/12
•casual annual
• Benefits
family $1512,
single $852
•plus coaching
hrs/at rate in
program
•Session(S-J)
•3 weeks off
•6 hrs weekly
Summer Coordinator
Financial
Assistant
•$5800/12
•Casual
contract
•flexible hrs
flexible schedule 6-9hrs
plus $1000 to Oros Business Manager for
year one transitional training
Facilities
Coordinator
Marketing
Coordinator
•$3000/12
•Casual annual
•flexible hrs
•includes 1
hour per week
in cleaning
•$3000/12
•Casual annual
•flexible hrs
$1000, 6 hours per week, 9 weeks
2015-16 Total $92385 + benefits
2015-06-18
Page 2
(1)Oros Program Manager (Tami Mitchell)
• $12625
• permanent part-time
• Mandatory Benefits $1512
•
6 weeks off during non-critical time in program with business manager coordination
(3 in season Sept-June)(3 in summer July-Aug)
• Flexible scheduling
• 9hrs in(39 week)session * 6 hrs in camp/holiday/spring break sessions(7 weeks) as weekly workload expectation
• Added Program coordination support $1250 to be used or assigned i.e. Active Start Coordinator or other Programs Added
to GFA Program Active Start Coordinator Admin to be assigned $1000- 1.5hrs per week for 34 weeks to coordinate and
distributive effective weekly plans and coordinate reports and records @$20.00/hr
(1)Oros Business Manager (Sandy Belczyk)
• $28710
• permanent part-time
• Contractual Extended benefit allowance $852
• Staff rate for WGC child training $400
• 6 weeks off during non-critical time in administration with program manager coordination
• 3 shifts per week in session plus flex time/2(6 hr.)shifts camp sessions
• 28 hrs in (36 week)session/12 hrs in camp/holiday/spring break sessions(10 weeks) as weekly workload expectation
• Added Front Desk Support $2000/36 to be used or assigned
• Added Website Support Web Manager $1000 additional , flexible hours, 1-2 hrs weekly work load
(1)Pemberton General Manager (Catou Tyler)
 $12000
• Casual part-time
• Mandatory Benefits $1512
• 10 weeks off during non-critical time in program
(4 in season Sept-June)(6 in summer July-Aug)
• Flexible scheduling
• 9hrs in(36 week)session * 6 hrs. in camp/holiday/spring break sessions(6weeks) as weekly workload expectation
• Added +$1000 Accounting from Claire +$1000 Sandy year 1 transitional training
(3) Head Coaches
• $7000 each
• casual annual term
• Mandatory Benefits $1512
• 3 weeks off in season Sept –June (Christmas, March Break or during a non-critical time with Program Manager approval)
• 6 hrs. weekly work load in season
• Responsible for competitive summer training planning
• Plus coaching hrs. at wage scale some in your program area
(1)Financial Assistant(Claire Thornewaite)
• $4800+$1000 Pemberton
• casual annual term
• flexible hours to meet job expectations and deadline
(1)Facilities Maintenance Coordinator – Karin Jarratt
• $3000
• Casual annual term
• Flexible hours to meet job expectations
• 2 hrs. weekly work load plus 1 hr. a week for cleaning
(1)Marketing Coordinator – Corley Mcelwain
• $3000
• Casual annual term
• Flexible hours to meet job expectations
• 3 hrs. weekly work load
(1)Summer Camp Coordinator – Jenna Yedinak
• $1000
• 6hrs per week for 9 weeks @ $18.50
• Coaching and administrative duties scheduled as needed not competitive camps
2015-06-18
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Oros Whistler Gymnastic Centre Summary of Management Responsibilities
Business Manager
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Shared responsibility between Business Manager, Program Manager and BOD
• strategic planning
• partnership Development and new Initiatives
• overall direction of club
Leader in the development and delivery of the Business of Gymnastics for Whistler Gymnastics
Liaison and coordination with Program Manager on shared responsibilities and daily operations
Ensures Financial responsibility
Club administration and office/facility management
Club registration and Bookings
Coordination of Communications, Promotions and Marketing
Direct reporting to BOD
Receives reports, guides and supervises (4 +) Financial Assistant; Facility Maintenance Coordinator; Marketing
Coordinator, Summer Coordinator and Added Administrative Task personal.
Administrative/Facility Staff- hiring, development, guidance and performance reviews
Receives reports and indirectly guides:-BOD fundraising committee; BOD volunteer coordination committee
Liaison with GBC on administrative reports relating to registration, finance, and general club communications
Annual permanent part-time position $28,410 and $852 benefits
Workload expectations 28 hrs weekly during sessions and 12 hrs weekly during campsVacation:- 6 weeks off during non-peak registration or booking times
3 x 8 hr. shifts in session/2 x 6 shifts camp sessions – 4 hrs in session kept flexible/available for communications
Assists in the development and ensures the delivery of the short and long term business plans
Ensures high quality of client services
Reception and Office Management
• Includes administrative training for all others
• Establishes and trains on requirement office management processes and client services
• Designates added Administrative Task time and the related Budget
• Front desk reception and lobby supervision
• Receives and processes admission payments for pass, flexible and drop-in programs. Trains others to assist
on this processing when on front desk duty.
• Designates Added Administrative Tasks and related Budget $4000 to maintain front desk services during
time off, assist during peak registration and complete specific tasks such as proofing, data entry or
receipting.
Facility Operations
• Liaison with Whistler Legacy Society on booking and operational issues and communications
• Coordinates all facility scheduling
• Liaison and coordination with Facilities Maintenance Coordinator
Develops, implementation and oversees the overall club communication plan
• Monitors and advises on communications to parents and members club community liaison
• Approve media, community info and advertising releases from the Marketing Coordinator
• provide direction on content, design, and approve all advertising and marketing collateral from the
Marketing Coordinator
• develop and implement strategies to promote programs with assistance from the Marketing Coordinator
• develop and guide content for web development done by the Marketing Coordinator
• Provides centralized communication distribution for the club and BOD
• Maintains and updates club communication systems and directories for email and phone communications
Registration
Insurance
Risk Management
• Ensures adherence to risk management issues relating to financial liabilities, insurances, accident reporting,
booking and registry with GBC and GCG
Financial Administration
Ensures Financial responsibility in liaison with Financial Assistant
2015-06-18
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receives payment and data entry on registrations, accounts payable, accounts receivable and organizes and
provides them to Financial assistant
• signing authority
• Leadership on budgeting and financial management
• Processes Receipts from Fundraising and Saleables
• Manages Business Related Budgets
Maintains member registration and financial accounts
Prepares and distributes tax receipts
Maintains and updates data base registration system and liaison with GBC on same
Program Coordination and scheduling
• Assists Program Manager in Development of the Annual Club Calendar and sessional scheduling
• Monitors and advises on scheduling among all program and all access areas
• Monitors and advises on sessional schedules
• Monitors and advises consistency of fee scheduling
o Provides direction and updates to Marketing Coordinator to maintain web calendar and posts daily/weekly
schedule of operations
o provides input from client services, administrative process and registry perspective on scheduling needs
o prepares, formats and proofs registration schedules and forms
o prepares and updates class lists based on registration
o Proofing of all program documents for release
All Access program booking and administration to include
– Cross and Custom training
– Rentals
– School bookings
– Parties
– Pass Programs and Drop-in’s
• Liaison with Program Manager for staffing on all of the above
Web Management – supervises and directs operations of the Marketing Coordinator for Web Management
Data/Document Management with volunteer or Added Administration
Human Resource Management
• Business Manager to handle HR related to business support staff- hiring/orientation/ wage evaluation/staff
placement/staff development plan/staff exit plans/ and staff performance reviews
• Staff HR Administration
– receives, organizes and submits payroll and expense entries to Financial Assistant
– administrative task training for staff and volunteers receipt of payments and saleables
– maintains coaching documents and certifications records
– ensures memberships registry of club, and all its members, staff and associates through GBC
– maintains employment documents and coach credentials
• Volunteers
– identifies areas of administrative support needed i.e. filing, tax receipts, photocopying, distribution
of promotions
– provides administrative task training for all volunteers and added administrative staff
– directs and monitors registry and insuring of volunteers through GBC
– directs, monitors and reports on volunteer system of levy and rebate
Sales and Purchases
• provides assistance to BOD committees relating to fundraising and saleables
• orders, arranges for delivery/installation all approved purchases
• Manages all clothing and saleable inventory. Will have assistance from clothing coordinator to assist with
competitive clothing in regards to sizing, re-assigning, reimbursement and inventory records
Supplies and Services
• Orders all office and facility supplies
• Office servicing i.e. computer maintenance
Administrative support to BOD –as required
Reports and recommendations to BOD on Business Activity –monthly and as required
Event Management
• Provides administrative assistance for overall club events
2015-06-18
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Program Manager
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Shared responsibility between Business Manager, Program Manager and BOD
• strategic planning
• partnership Development and new Initiatives
• overall direction of club
Leader in the development and delivery of the Programs for Whistler Gymnastics
Liaison and coordination with Business Manager on shared responsibilities and daily operations
Direct reporting to BOD
Receives reports, guides and supervises (4 +)Head Coaches TG, GFA, and AG Competitive, Summer Coordinator and
any added co-ordinators(Active Start) and coaches-in-charge
Coaching Staff- hiring, development, guidance and performance reviews
Receives reports and indirectly guides:-BOD-Volunteer event committees; BOD-Strategic Program Planning
Liaison with GBC program and technical committees on matters relating zone, GFA, Women’s Tech, Coach/Judge
Education
Annual permanent part-time position $12,375
Extended Benefit opportunity as a WGC employee with a 20 hr work week
Workload expectations 6 hrs weekly flexible plus 1 3hr shift in session
Vacation:-3 weeks off in season, 3 weeks off in summer
Flexible schedule used to address program needs
Expected to coach /at wage scale
Leads in the development and ensures the delivery of the short and long term program plans
Ensures high quality of program services to participants
Ensures quality in coaching service
Oversees, directs and coordinates annual and sessional program planning and scheduling to align with LTAD
guidelines, WGC program goals and WGC program flow chart
• assess/plan/direct/and review member programs for LTAD (including performance objectives for each)
• monitors development of new member programs for targeted needs
• initiates and monitors development of new access programs and partnerships to meet community needs
• initiates new and monitors development of access programs and partnerships to optimize facility use
• Works with Marketing Coordinator and Business Manager to develop and implement program & marketing
strategy to extend markets to sea-to-sky; lower mainland and destination markets; camp based markets;
down-time use
• directs and monitors the delivery of grant programs; new initiative/trial programs
Ensures quality of delivery program plans and objectives through Head Coaches and their support staff to achieve
LTAD performance objectives for our regular class members
Program planning, staffing and monitoring of Access programs to maximize participation
– Cross and Custom Training
– Drop-ins and Pass Programs such AS Exploration Gym, Adults
– School Based Programs and Daytrips
– (Birthday) Parties
– Camps
 other as developed
• Liaison with Business Manager for scheduling and administrative details on all of the above
Program Coordination and scheduling
• Assists Business Manager in Development of the Annual Club Calendar and sessional scheduling
• Monitors and advises on scheduling among all program and all access areas
• Monitors and advises on sessional schedules
o Coordinates program scheduling with input from Head Coaches
o Provides direction and program content on scheduling needs based on program guidelines and input from
HC and parents
Coach Development , Supervision and Human Resource Management
2015-06-18
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Program manager to handle HR related to coaching staff- hiring/orientation/ wage evaluation/staff
placement/staff development plan/staff exit plans/ and coach performance reviews with head coaches
input
– Directs staff hiring and placement with consideration to both suitability, expertise and cost
– Staff orientations; hiring documentations, credential checks, contracts, updating salary and wage
increment agreements, benefits; staff releases and exits
– Coordination of staffing schedules between program areas, access programs and bookings
– Directs and oversees summer staffing schedule
– Direction to staff on program goals; risk management procedures; content; periodic
planning/sessional planning; facility and gym expectations
– Coaching leadership, mentoring and exemplary role modeling where needed
– Coordination and direction on coach development, training, supervision and performance reviews
– Staff Education and development plans
– Scheduling needed NCCP certification training
Program Communications
• Liaison with members and parents
• Preparation and distribution of program information
• Provide direction on preparation and distribution of progress reports to parents
• Input to GM on program content for program promotions
• Preparation of content for media releases under approval from GM
Event Coordination
Event Management
• Monitors and provides direction on the coordination of annual calendar of club operations
• Monitors and provides direction on the coordination of club events
• Liaison with community on events
• Leads staff and volunteer recognition and events
• Bid Preparation on Event hosting with GBC,GCG and other partners
• Directs; assigns and monitors event hosting responsibilities with partnering agencies
• Guides and coordinates HC in various program area events
• Provide input to BOD on events
Risk Management
• Ensures adherence to risk management issues relating to safety first operations, EAP and Evacuation
practices, facility and equipment checks, class management, coaching, GBC/WG policies relationing to
club/coach responsibility, professionalism and harassment
o Program Direction, Communication and Monitoring to ensure Safety First in daily operations
o EAP and Evacuation practices
– Facility and equipment checks
– Class management-coach/athlete ratios-guides on behavioral management issues
– Age-ability appropriateness of activities/progressions/equipment used
o Direct, and monitor to ensure daily gym readiness
o Direct, and monitor to ensure proper use of and storage of equipment
Reception, Lobby Supervision and Access during Bookings
• Ensures reception services and lobby supervision responsibilities by head-coaches prior/post programs.
• Receives and processes admission payments for pass, flexible and drop-in programs prior/post and as
needed during programs.
• Ensures FA staff for Access Bookings
Financial Administration
• Provides input and for budgeting and financial management in program areas
• Manages Program related budget areas
• Provides input on program specific funding needs
• Monitors program registration statistics as an indicator of success
Guidance and Reports to BOD on Program Activity –monthly and as required
AS coordinator Assistance – Input on Annual and sessional program planning
o Delivery and supervision of programs to achieve LTAD performance objectives for
• Age group programs Active Start
2015-06-18
Page 7
Head Coach Gymnastics for All, AG and TG
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Program delivery in the area of artistic recreational gymnastics
Direct reporting to Program Manager
Receives reports, guides and supervises – *coordinators, coaches-in-charge, and coaches in recreational artistic
and trampoline gymnastic areas
Liaison and coordination with others on Management team for shared responsibilities and daily operations
Liaison with GBC/Zone on GFA Tech and FG coach education matters
Casual annual term $7000 + Extended Benefit opportunity as a WGC employee with a 20 hr work week
10 month term
In Season(Sept to June) – 3 weeks off Christmas, March Break or during a non-critical time in your program area
with approval of Program Manager-Weekly work load expectation 6 hrs per week
Option to coach in program area/at wage scale
Input on Annual and sessional program planning
Delivery and supervision of programs to achieve LTAD performance objectives for
o GFA AG and TG , kids age from Grade 1 to Grade 7
o Coach-in-Charge support will be provided in areas of identified need
Program Coordination and scheduling
o Assists Management Team in Development of the Annual Club Calendar
o Assists in update of web calendar and posts daily/weekly schedule of operations
o provides direction and program content on scheduling needs based on program guidelines/input from parents
o Liaison with Business Manager for scheduling and administrative details
o prepares and updates class lists based on registration
Coach Development and Supervision
o Direct staff hiring and placement with consideration to both suitability, expertise and cost
o Staff orientations; hiring documentations, credential checks, contracts, updating salary and wage
increment agreements, benefits; staff releases and exits
o Coordination staffing schedules between program areas, access programs and bookings
o Direction to staff on program goals; risk management procedures; content; periodic
planning/sessional planning; facility and gym expectations
o Coaching leadership, mentoring and exemplary role modeling where needed
o Coordination and direction on coach development, training, supervision and performance reviews
o Staff Education and development plans
o Scheduling needed NCCP certification training
o GFA responsible for PRECIT, and CIT, Foundation Coach in club training and development
Program Communications under direction/approval Program Manager
o Liaison with members and parents
o Preparation and distribution of program information
o Provide direction on preparation and distribution of progress reports to parents
o Input to PM on program content for program promotions
o Preparation of content for media releases under approval from PM
Event Coordination – Work as Part of Program Management Team
o For overall club events
o For community events
o For staff and volunteer recognition events
o Provide input to PM and BOD on hosted events
o Events Within program area
o Includes meet and event registration and specific information for your participants for meets ,
events and club events
Risk Management
o Program Direction, Communication, Delivery and Monitoring to ensure Safety First in daily
operations
o EAP and Evacuation practices
o Facility and equipment checks
o Class management-coach/athlete ratios-guides on behavioral management issues
o instructor preparation – checks coaches lesson plans for safety concerns
o Age-ability appropriateness of activities/progressions/equipment used
2015-06-18
Page 8
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o Ensure daily gym readiness
o Ensure proper use of and storage of equipment
All related program area administration
Financial Administration
o Provides input and for budgeting and financial management in program area
o Part of Program Management team on Budget areas of Program Expense, Coaching Wages, Professional
Development, Coaches Uniforms
o Provides input on program specific funding needs
o Monitors program registration statistics as an indicator of success
Reception, Lobby Supervision and Access during Bookings
o Ensures lobby supervision prior/post and as needed during programs.
o Receives and processes admission payments for pass, flexible and drop-in programs prior/post and as
needed during programs.
o Provides reception services as needed prior/post and as needed during programs.
Guidance and Reports to PM on Program Activity –monthly and as required
Responsibility for front desk, supervision, and facility access and operations as required within flexibility of work
load. Any additional Administrative Shifts will requested and paid at the added Admin rate of $18.50/hr
Required Meetings will be included in Administrative hours
Active Start Program Coordinator-TBA if needed
To assist Program Manager with Active Start Program Coordination for sessional classes in areas
related to Active Start programming
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Program Coordination and scheduling
o provides direction and program content on scheduling needs based on program guidelines/input from
parents
Coach Development and Supervision
o Direction to staff on program goals; risk management procedures; content; periodic planning/sessional
planning; facility and gym expectations
o Coaching leadership, mentoring and exemplary role modeling where needed
Program Communications under direction/approval Program Manager
o Liaison with members and parents
o distribution of program information
o Provide direction on preparation and distribution of progress reports to parents
Event Coordination – Work as Part of Program Management Team
o Events Within program area
Risk Management
o Program Direction, Communication, Delivery and Monitoring to ensure Safety First in daily operations
o EAP and Evacuation practices
o Facility and equipment checks
o Instructor preparation – checks coaches lesson plans for safety concerns
o Age-ability appropriateness of activities/progressions/equipment used
o Ensure daily gym readiness
o Ensure proper use of and storage of equipment
2015-06-18
Page 9
Head Coach Trampoline
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Program delivery in the area of trampoline gymnastics for competitive, interclub, High school and Adult
Direct reporting to Program Manager
Receives reports, guides and supervises –coaches in competitive, interclub, high school and adult trampoline
gymnastics
Liaison and coordination with others on Management team for shared responsibilities and daily operations
Liaison with GBC/Zone on TG Tech and TG coach education matters
Casual annual term $7000 + Extended Benefit opportunity as a WGC employee with a 20 hr work week
10 month term
In Season(Sept to June) – 3 weeks off Christmas, March Break or during a non-critical time in your program area
with approval of Program Manager-Weekly work load expectation 6hrs per week
Expected to coach in program area/at wage scale
Input on Annual and sessional program planning
Delivery and supervision of programs to achieve LTAD performance objectives for
o Age group programs Challengers, High Performance Freestyle Adult classes, competitive team
o To include direction and format for coaches tracking and reporting on athlete progress.
o To include provision class schedules to coordinate coach responsibilities and rotations
o Summer competitive training plan
Program Coordination and scheduling
o Assists Management Team in Development of the Annual Club Calendar
o Assists in update of web calendar and posts daily/weekly schedule of operations
o provides direction and program content on scheduling needs based on program guidelines/input from
parents
o Liaison with Business Manager for scheduling and administrative details on all of the
o prepares and updates class lists based on registration
Coach Development and Supervision
o Direct staff hiring and placement with consideration to both suitability, expertise and cost
o Staff orientations; hiring documentations, credential checks, contracts, updating salary and wage increment
agreements, benefits; staff releases and exits
o Coordination staffing schedules between program areas, access programs and bookings
o Direction to staff on program goals; risk management procedures; content; periodic planning/sessional
planning; facility and gym expectations
o Coaching leadership, mentoring and exemplary role modeling where needed
o Coordination and direction on coach development, training, supervision and performance reviews
o Staff Education and development plans
o Scheduling needed NCCP certification training
Program Communications under direction/approval Program Manager
o Liaison with members and parents
o Preparation and distribution of program information
o Provide direction on preparation and distribution of progress reports to parents
o Input to PM on program content for program promotions
o Preparation of content for media releases under approval from PM
Event Coordination – Work as Part of Program Management Team
o For overall club events
o For community events
o For staff and volunteer recognition events
o Provide input to PM and BOD on hosted events
o Events Within program area
o Includes meet and event registration and specific information for your participants for meets , events and
club events
Risk Management
o Program Direction, Communication, Delivery and Monitoring to ensure Safety First in daily operations
o EAP and Evacuation practices
o Facility and equipment checks
o Class management-coach/athlete ratios-guides on behavioral management issues
2015-06-18
Page 10
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o Instructor preparation – checks coaches lesson plans for safety concerns
o Age-ability appropriateness of activities/progressions/equipment used
o Ensure daily gym readiness
o Ensure proper use of and storage of equipment
All related program area administration
Financial Administration
o Provides input and for budgeting and financial management in program area
o Part of Program Management team on Budget areas of Program Expense, Coaching Wages, Professional
Development, Coaches Uniforms
o Provides input on program specific funding needs
o Monitors program registration statistics as an indicator of success
Reception, Lobby Supervision and Access during Bookings
o Ensures lobby supervision prior/post and as needed during programs.
o Receives and processes admission payments for pass, flexible and drop-in programs prior/post and as
needed during programs.
o Provides reception services as needed prior/post and as needed during programs.
Guidance and Reports to PM on Program Activity –monthly and as required
Responsibility for front desk, supervision, and facility access and operations as required within flexibility of work
load. Any additional Administrative Shifts will requested and paid at the added Admin rate of $18.50/hr
Required Meetings will be included in Administrative hours
2015-06-18
Page 11
Head Coach Artistic Competitive AG COMP
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Program delivery in the area of artistic competitive, interclub and adult gymnastics
Direct reporting to Program Manager
Receives reports, guides and supervises –coaches in competitive artistic gymnastic areas, interclub, storm troupe
and adult areas
Liaison and coordination with others on Management team for shared responsibilities and daily operations
Liaison with GBC/Zone on AG Tech and AG Comp coach education matters
Casual annual term $7000 + Extended Benefit opportunity as a WGC employee with a 20 hr work week
12 month term
In Season(Sept to June) – 3 weeks off Christmas, March Break or during a non-critical time in your program area
with approval of Program Manager-Weekly work load expectation 6hrs per week
Expected to coach in program area/at wage scale
Input on Annual and sessional program planning
Delivery and supervision of programs to achieve LTAD performance objectives for
o Interclub, High School Competitive, adult AG classes and AG Competitive team
o To include direction and format for coaches tracking and reporting on athlete progress.
o To include provision class schedules to coordinate coach responsibilities and rotations
o Summer Training input to extend year-round training
Coach Development and Supervision
o In put on staff hiring and placement with consideration to both suitability, expertise and cost
o Updating and communication on staffing schedules
o Daily responsibility for staff scheduling, attendance and contact for replacement(subs)
o Leadership to staff on the understanding and delivery of program goals; content; periodic
planning/sessional planning; facility and gym expectations
o Coaching leadership, mentoring and appropriate role modeling
o In class coach development, training, supervision and performance reviews
o COMP responsible for Lev 2 & 3 in club training and NCCP coach training
Program planning, delivery, staffing and supervision of Access programs to maximize participation
o Cross and HP in Artistic Gymnastics
o Camps
o Other as developed
Program Coordination and scheduling
o Assists Management Team in Development of the Annual Club Calendar
o Assists in update of web calendar and posts daily/weekly schedule of operations
o provides direction and program content on scheduling needs based on program guidelines/input from
parents
o Liaison with Business Manager for scheduling and administrative details
o prepares and updates class lists based on registration
Coach Development and Supervision
o Direct staff hiring and placement with consideration to both suitability, expertise and cost
o Staff orientations; hiring documentations, credential checks, contracts, updating salary and wage increment
agreements, benefits; staff releases and exits
o Coordination staffing schedules between program areas, access programs and bookings
o Direction to staff on program goals; risk management procedures; content; periodic planning/sessional
planning; facility and gym expectations
o Coaching leadership, mentoring and exemplary role modeling where needed
o Coordination and direction on coach development, training, supervision and performance reviews
o Staff Education and development plans
o Scheduling needed NCCP certification training
o GFA and TG responsible for PRECIT, and CIT, Foundation Coach in club training and development
Program Communications under direction/approval Program Manager
o Liaison with members and parents
o Preparation and distribution of program information
o Provide direction on preparation and distribution of progress reports to parents
o Input to PM on program content for program promotions
o Preparation of content for media releases under approval from PM
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Event Coordination – Work as Part of Program Management Team
o For overall club events
o For community events
o For staff and volunteer recognition events
o Provide input to GM and BOD on hosted events
o Events Within program area
o Includes meet and event registration and specific information for your participants for meets , events and
club events
Risk Management
o Program Direction, Communication, Delivery and Monitoring to ensure Safety First in daily operations
o EAP and Evacuation practices
o Facility and equipment checks
o Class management-coach/athlete ratios-guides on behavioral management issues
o Instructor preparation – checks coaches lesson plans for safety concerns
o Age-ability appropriateness of activities/progressions/equipment used
o Ensure daily gym readiness
o Ensure proper use of and storage of equipment
All related program area administration
Financial Administration
o Provides input and for budgeting and financial management in program area
o Part of Program Management team on Budget areas of Program Expense, Coaching Wages, Professional
Development, Coaches Uniforms
o Provides input on program specific funding needs
o Monitors program registration statistics as an indicator of success
Reception, Lobby Supervision and Access during Bookings
o Ensures lobby supervision prior/post and as needed during programs.
o Receives and processes admission payments for pass, flexible and drop-in programs prior/post and as
needed during programs.
o Provides reception services as needed prior/post and as needed during programs.
Guidance and Reports to PM on Program Activity –monthly and as required
Responsibility for front desk, supervision, and facility access and operations as required within flexibility of work
load. Any additional Administrative Shifts will requested and paid at the added Admin rate of $18.50/hr
Required Meetings will be included in administrative hours
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Marketing Coordinator
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Coordination of Marketing Plan and related tasks
Document Proofing
Direct Reporting to Business Manager
Liaison and coordination with others on Management team for shared responsibilities and daily operations
Casual Annual position $3000/year, Extended Benefit opportunity as a WGC employee with a 20 hr work week
Weekly work load expectation 3 hrs- flexible
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Assists the Business Manager in implementation and delivery of the overall club communication plan
Develops and Implement strategies to promote programs
Designs, prepares, proofs and organizes distribution of media releases, community info; advertising and
marketing collateral
o Flyer and Rack card distribution
o BP monthly reminders
• Third Party email marketing
• Newspaper ads and updates
• Radio ads and updates
• Magazine and Leisure Guide adds
• Other advertising and promotional initiates
Works with Business and Program Managers to develop and implement program & marketing strategies to extend
markets to sea-to-sky; lower mainland and destination markets; camp based markets; down-time use
Collects, organizes and maintains club photo galleries
Manages Advertising and Promotions Budgets
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WEB site Coordinator
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Coordination of Web site and related tasks
Document Proofing
Direct Reporting to Business Manager
Liaison and coordination with others on Management team for shared responsibilities and daily operations
Casual Annual position $1000/year, Extended Benefit opportunity as a WGC employee with a 20 hr work week
Weekly work load expectation 2-3 hrs- flexible
Facilities Coordinator
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Facilities and equipment care and maintenance
Direct Reporting to Business Manager
Liaison and coordination with others on Management team for shared responsibilities and daily operations
Casual Annual position $3000 Extended Benefit opportunity as a WGC employee with a 20 hr work week
Includes 1 hour of cleaning per week
Weekly work load expectation 2hrs- flexible
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Ensures a high standard cleanliness of the equipment and gym facility
 Schedules, directs/hires and supervises weekly cleaning as required
 Schedules, directs and supervises monthly volunteer cleaning sessions
 Schedules, directs/hires and supervises added professional cleaning and care such as quarterly carpet
shampoo or pit/tramp cleanouts as needed
 Orders and uses appropriate and safe cleaning supplies and stores them out of the reach of participants
Maintains a safe training environment relevant to the gym and the equipment
 Follows GBC and WG Risk Management Guidelines for Facility and Equipment Care and Maintenance
 Provides scheduled equipment checks and follow-up maintenance
 Provides and directs the use of maintenance logs and checks by the coaching staff.
 Removes any faulty or hazardous equipment until proper repair and maintence can be done.
 Arranges for proper maintenance and repair of equipment or facility areas
 Maintains the facility to the standards required by Whistler Sport Legacy Workplace Health and Safety
Requirements
 Provides recommendations on equipment replacement needs
Equipment Use and Storage
• Provides direction and monitors equipment storage – room, gym ready areas, shared spaces
• Provides direction and monitors behaviors to prevent incorrect use of facility or equipment
• Maintains and updates the equipment inventory
Monitors and reports on participant behaviors that indicate potential risk in/to the facility or on/to the
equipment
Financial Administration
• Manages Budget Areas for Cleaning Expenses, Equipment Repairs/Installations
• Provides input on Equipment Insurance, Small Equipment replacement and Capital equipment needs
Building Security
• Monitors issues relating to building security and reports to GM
Appearance
• Ensures the gym ALWAYS looks impressive, cared-for, and professional appearance.
• Provides direction and input on allowable gym signage
• Removes extraneous or unattractive signs, flyers and posted notices from windows, walls and BB boards.
• Monitors and reminds other managers, and coaches to care for all areas of the facility – ie. boot racks,
lobby, program office, storage areas, front desk, kitchen, pick-up, gym readiness, garbage removal
Facility Watch
• In general, is the facilities watch-dog to ensure a pleasant, clean, cared-for and safe gym environment.
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Financial Assistant
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Bookkeeping, Financial reporting and HR Payroll/Benefits/Deductions
Direct reporting Business manager
Liaison BOD
Annual casual contract $4800
Flexible schedule to meet monthly financial deadlines/payroll and reporting
Financial management– Provide specialized financial management services.
• Provide accounting services and accurate financial operations records.
• Provide monthly budget variance reports to General Manager
Budgeting
• Assist with annual budget preparation
• Provide budget to year end projections to General Manager on a quarterly basis
Accounts Receivable
• Collect Registration accounts receivable information from the Administrator/Club Link member registration
management system on a monthly basis for deposit and accounting.
• Establish and facilitate system for registration refund payment with administrative manager.
• Collect Fundraising accounts receivable
• Deposit accounts receivable and balance bank accounts with Administrator/Club Link member registration
management system
• Assist Administrator in collection of outstanding accounts.
Accounts Payable
• Process/ pay account payables as provided by General Manager/Administrator/BOD chairpersons (including
payroll), assigning to designated budget categories and maintaining associate financial records.
Payroll and related HR services
• Provide payroll services in accordance with authorized timesheet submission and related deductions, and
tax records.
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• Ensure timely bi-monthly provision of payroll by 15 & 30ieth of each month
• Ensure proper payroll deductions, WCB, EI, CCP and other benefit payments and submission of same
• Provide T4 tax statements to employees.
• Provide records of employment as per request.
• Submit all government required financial records for WCB, EI, CCP and taxation.
Assist General Manager in effecting fiscally responsibility. i.e. grants spent as designation; expenses not exceeding
revenue; status reports on budget variances
• Assist General Manager in ensuring secure and private maintenance of financial records for 7 years.
• Assist General Manager by providing recommendations to review and update any club policy and
procedures relating to club financial management
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Summer Camp Coordinator July August
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Summer camp coordination and operations
Includes both administration and coaching
Minimal Certified NCCP Lev 1 Coach…Lev 2 preferred
Assistance to Program Manager in camp planning and preparations
Assistance to Business Manager relating to camps
Direct Reporting to Program Manager and Business Manager
Liaison and coordination with other Coaches on shared responsibilities and daily operations during camp period
Weekly work load expectation 6 hrs as scheduled 9 weeks of summer camp.
Salary calculated at $18.50 /hr
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Assist Program Manager in Camp planning and delivery to achieve program and participation targets
o For summer camps
o For summer programs
o To include provision of camp goals and guideline and class schedules to coordinate coach responsibilities
and rotations
o To include overall coordination i.e. theme weeks, joint activities
o To include any logistical arrangements for destination campers
Coach Direction and Supervision during Camps
o Coordination and updating of staffing schedules
o Staff communications
o Daily responsibility for staff scheduling, attendance and contact for replacement(subs)
o Direction to staff on camp goals; program content and scheduling; facility and gym expectations
o Coaching leadership, mentoring and role model
o Assist with coach training and debriefing
Program Communications
o Liaison with participants and parents
o Preparation and distribution of program information
Risk Management
o Program delivery to ensure Safety First in daily operations with assistance from Head Coaches
o EAP and Evacuation practices
o Facility and equipment checks
o Class management-coach/athlete ratios-guides on behavioral management issues
o Instructor preparation – checks coaches lesson plans when head coach not available
o Age-ability appropriateness of activities/progressions/equipment used
o Ensure daily gym readiness
o Ensure proper use of and storage of equipment
Program Registration
o Assist with Program Registration as directed by Business Manager
Administrative and Front Desk Duties –as directed by Business Manager
Duty Shift responsibility for front desk, supervision, and facility operations during camp periods
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