Varsity Events Coordinator - Jobs in University of British Columbia (Okanagan campus), BC

Job Description

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Support Services Coordinator IJob TitleVarsity Events CoordinatorDepartmentUBCO | Athletics and RecreationCompensation Range$4,545.00 - $5,215.00 CAD MonthlyPosting End DateNovember 11, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob SummaryUnder the direction of the Director of Athletics and Recreation, this position is responsible for supporting the planning, organizing, and executing of varsity sporting events on UBCs Okanagan campus for the Department of Athletics and Recreation. The position is an integral member of the varsity team and works closely with the Varsity Manager, Varsity Head Coaches, Communication & Marketing Strategist, and Varsity Administration. This position coordinates the all varsity competitive events in the form of administration, logistics, and coordination of student staff, including but not limited to: all varsity sport home games (exhibition, league, playoff, etc.). This position supports the planning of Athletics and Recreation events like the annual Athletics Awards Banquet, the Scholarship Breakfast fundraising event, Move in Day, Create, Homecoming, Staff and Faculty Sports Day, and other varsity sport events. Assists with other departmental events including recreation, campus initiatives, and special events. Works in partnership with coaches and other department administration implementing league scheduling and special events planning for season long engagements for fans and athletes. In addition, the position is responsible for the HR related duties for hiring and management of student events staff, responsibilities related to managing generic department inventory, varsity competition equipment and uniforms, events sponsorship servicing and general operational tasks.ORGANIZATIONAL STATUSThis position reports to the Director of Athletics and Recreation. This position liaises with Coaches, Facilities and Operations Coordinator, Communications and Marketing Strategist, and other campus partners (Housing, Development, Ceremonies, Food Services, Parking, Security, and Facilities).WORK PERFORMEDVarsity Events Coordination:

• Coordinates varsity event hosting logistics for Visiting Teams, Student Staff/Minor Officials, Set Up, Tear Down, and Special Events for all hosted sporting events (exhibition, league, playoff, all sports - indoor and outdoor, both genders, at all partnering venues, etc.).
• Acts as the main point of contact responsible for hosting of the event and the gymnasium facility during varsity sport events.
• Acts as point of contact for escalating security needs, patron injury and emergency response in the facilities during varsity events.
• Primary on-venue liaison for visiting teams and external stakeholders (i.e. security, SHHS etc).
• Assists Coaching/Department Staff in off season varsity event scheduling and supporting special event scheduling for season long engagement.
• Schedules and coordinates food trucks, concession, and beer garden events when needed in preseason and regular season events.
• Works in conjunction with coaches and departmental staff with the organization of various department events and materials, including but not limited to: Graduating Players Night, Athletic Awards Banquet, Athletic Scholarship Breakfast, Academic All Canadian Breakfast, and other A&R events.
• Responsible for event scripting and other in game materials production to ensure successful and league compliant events.
• Supervises all scheduled minor officials and gate/ticketing staff on game day.

Campus Community Engagement

• Supports and serves as a point of contact for Create, Move in Day, Home Coming, Staff and Faculty Sports Day, and other out of season campus events.
• Assists in the production of marketing materials, season schedules, tickets, and seasons passes to engage student populations and encourage awareness and event attendance.
• Updates and maintain the entertainment component of home events with the aim of boosting spectator experience.

Administrative and HR:

• Supervises part-time student workers for hosted varsity events, specifically in coordination of work schedules and technical operations. Provides proper training as necessary.
• Leads and assists the recruitment, hiring, training, scheduling, supervision and evaluation of approximately 15-25 student staff to facilitate Canada West game requirements and other varsity events.
• Development of monthly working schedule based around seasonal scheduled events.
• Responsible for area specific student staff timesheets/payroll.
• Department Budgeting regarding student staffing, events, heat merchandise, and competition equipment.
• Responsible for area specific work day processes
• Responsible for the development, submission, and coordinating of area specific budget(s) and reconciliation.
• Assists coaches and administrative staff with student housing and pre-season housing arrangements.

A&R Sponsors and University Initiatives:

• Responsible for fulfillment of all contractual obligations with sponsors, media partners and any other related corporate partners regarding event obligations.

• Assist the Director in securing Gym Ring and Sideline sponsors.
• Supports the Director in execution and fulfilment of larger sponsors and relationships when necessary (lululemon).
• Supports off season procurement, invoicing, and communications with Gym Ring and Sideline sponsors.
• Develop, implement and assist with stewardship and activation of Gym Ring and Sideline sponsor activities.
• Works with the Communications and Marketing Strategist to create and develop print and digital media collateral as required further supporting sponsorships and agreements.

Responsible for Department equipment and general inventory control:

• In consultation with the Director or designate, orders and is responsible for the sales and inventory management of all generic and department wide promotional items and apparel.
• Assists coaches with competitive sport specific equipment and uniform inventory, branding, and brand compliance purchases.
• Assists with the management and maintenance of general department merchandise and other generic departmental inventories (Heat Merchandise and Promotion Materials).

Supports the organization and administration of Heat summer camp programs

• Assists with the development and management of budgets for summer camps, the coordination of staff planning, hiring, training, scheduling and supervising, the confirmation of employment contracts, and supervision of camp student staff as needed.
• Performs other related duties as required.

CONSEQUENCE OF ERRORErrors in judgment could have negative reputational consequences within the local community and/or within the U SPORTS and Canada West. In addition, it is possible to have minor negative financial consequences.This position represents the Department of Athletics, the students and the University. Incorrect decisions / judgment will directly affect the Department and UBCs reputation within the community at large. Incorrect decisions would have impact on the operations of programs and reputation of the UBC Okanagan Heats, UBC Okanagan Athletics and Recreation and the University. The Coordinator, Varsity Events is expected to exercise judgment, diplomacy and tact in all interactions. Standards of customer service are essential. Incorrect or inappropriate recommendations/decisions/actions, resulting from errors in judgement, have potential moderate consequences to students/staff and public relations, reduced service to the public, financial costs, and require intervention by supervisory staff to deal with the repercussions. Consequences of errors may also include rescheduling or canceling of scheduled varsity events, damage to facility infrastructure, and or additional financial impacts.SUPERVISION RECEIVEDUnder the direct supervision of the Director of Athletics and Recreation.SUPERVSION GIVENSupervision includes scheduling and assigning work to student staff and has input into personnel matters. This position will supervise approximately 12-20 students at 10-15 hours per week each.QUALIFICATIONS

• Completion of secondary school (grade 12) or equivalent and completion of two years post‐secondary or equivalent in a related field such as Sport Management/Recreation or Recreation Facility Management or Office Administration. Basic Security Training (BST) or equivalent would be considered an asset.
• Minimum four years of related experience in a sport organization setting.
• Supervisory experience considered an asset.
• Familiarity with event promotion and organization.
• Familiarity with one or more of the UBCO Heat complement of sports would be considered an asset.
• Extensive knowledge of current Canada West and U SPORTS rules related to Hosting Requirements and Playing Regulations.
• Proficient in MS Office, MS Publisher or InDesign or other desktop publishing software an asset.
• Knowledge of Social Media platforms and programs.
• Ability to consistently demonstrate respect, dignity and integrity in interpersonal relationships and to consistently demonstrate positive personal coping and wellness strategies.
• Ability to share information in an effective, respectful and collaborative manner.
• Ability to function effectively in team situations within & across departments as well as with other organizations to achieve optimal collective results.
• Ability to demonstrate proficiency in technical and job knowledge aspects of the position to achieve a high level of performance.
• A commitment to personal development to stay current in the role.
• Ability to adapt and respond to the changing environment and to constructively create opportunities for change through active participation.
• Ability to be creative, and demonstrate initiative to generate improvements and foster positive outcomes.
• Ability to demonstrate effectiveness within the University environment and demonstrate an understanding of the University context.

WORKING CONDITIONS

• Sitting at a desk and computer for periods of time; contact with fans, staff and customers; general office conditions (75% office setting 25% Field/Court).
• Occasional lifting of weights up to 30 kg.
• Sitting and standing for long periods of time.
• This position is required to work weekends and evenings.

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