Administrative Assistant Specialist

Job Summary

The Ski Patrol Administrative Assistant provides critical operational and administrative support to the Ski Patrol and Mountain Safety teams. This full-time, year-round role is responsible for coordinating patrol scheduling, supporting payroll processes, tracking certifications and training compliance, and managing and assisting with purchasing and inventory.

Job Responsibilities

• Support day-to-day administrative functions for Ski Patrol operations
• Maintain accurate digital and physical records related to staffing, incidents, and operations
• Aid Patrol Leadership in reporting, communication, and process improvements
• Scheduling & Staffing Coordination
• Build, manage, and adjust complex Ski Patrol schedules across seasons
• Cook daily staffing levels based on terrain, weather, and operational needs
• Track availability, time-off requests, and shift swaps
• Communicate schedule updates clearly to patrol staff and leadership
• Payroll & Timekeeping
• Accurately track patrol hours, overtime, on-call shifts, and specialty pay
• Process payroll in coordination with HR/Finance departments
• Identify and resolve discrepancies related to timekeeping and pay
• Certification & Qualification Tracking
• Maintain records for all required patrol certifications (e.g., OEC, CPR, avalanche training, lift evacuation, etc.)
• Monitor expiration timelines and notify staff/leadership of upcoming renewals
• Coordinate training schedules and maintain compliance with resort and regulatory requirements
• Support onboarding and credential tracking for new patrollers
• Purchasing & Inventory Management
• Manage purchasing requests for patrol supplies, uniforms, and equipment
• Coordinate with vendors and internal departments for timely procurement
• Support budget tracking and cost control efforts
• Systems & Data Management
• Utilize scheduling, payroll, and record-management systems effectively
• Maintain clean, accurate data and generate reports for Patrol Leadership
• Identify opportunities to improve workflow through technology and automation

Job Requirements

• Advanced computer proficiency, especially with Excel (tracking, formulas, data organization), Outlook, and scheduling/payroll systems
• Strong organizational skills with high attention to detail and accuracy
• Ability to manage multiple priorities in a dynamic, operations-driven environment
• Excellent communication skills and ability to work with a diverse team
• Ability to handle sensitive and confidential information

Preferred Qualifications

• Prior experience supporting Ski Patrol, mountain operations, or emergency services
• Familiarity with patrol certifications (OEC, NSP standards, avalanche training)
• Experience with workforce scheduling and payroll system
• Background in purchasing, inventory management, or logistics

Work Environment

• Year-round, full-time position supporting seasonal operational peaks
• Primarily office-based with frequent interaction in patrol facilities and on-mountain environments
• Peak workload during winter season with variable hours as needed
• Intermediate or advanced-level skiing or snowboarding ability