Athletics Coordinator
Job description
Athletics Coordinator
Employment Group
CUPE
Position Number
00122
Division
Student Affairs
Department
Gymnasium/Student Activities
Campus
Nanaimo campus
Appointment Type
temporary full-time
FTE
1.0
Workload
35 hours per week. Will include some evenings and weekends. This position will follow Provincial Health Authority guidelines regarding remote or face-to-face work.
Pay Level
CUPE 7
Start:
As soon as possible
Appointment End Date
24-Jun-2022
Leave Replacement
May end early or be extended.
Applicant Documents
CV/Resume, Cover Letter, Qualifications
Posted Date
08-Apr-2021
Closing Date
21-Apr-2021
Job Reference
1167
Duties
Manage the day-to-day, routine, and unexpected office matters to support all areas of Athletics and Recreation. Complete daily operations tasks for the Finances, Travel and Coordination of the Athletics division. Assist with creation of new and annual special events including fundraisers, awards banquets, and tournaments.
Coordinate travel for Athletics and Recreation both locally and abroad, team travel, student events, conferences and individual travel as required. Book hotel, ferries, vehicle rentals, bus charters, and flights and create itineraries. Order travel advances for student athletes and coaches and reconcile. Monitor and manage up to 20 area cost centres. This includes cost centre transfers, appropriate processing of expenses and revenues, creating & distributing summary reports, advising on projected activity and the impact on the bottom line. Process department payables and receivables. Reconcile weekly deposits for Recreation unit including financial reporting through Active Net software. Create purchase orders and working closely with the purchasing department and accounting to ensure VIU policies regarding payments and contracts are adhered to. Process of student athlete scholarships. Work with Foundation office to ensure fundraising efforts, donations, and sponsorships are processed accurately to ensure optimum tax benefit and credited to correct beneficiary. Reconcile purchasing cards. Schedule departmental meetings including room bookings, meeting invitations and minute taking. Support applications, hiring and monitoring of WorkOp staff for department as required. Requires some weekend and evening work including activities off campus. Required Qualifications One-year certificate program, such as Office Administration with Bookkeeping specialty, or event planning from an appropriately accredited institution. Minimum 3 years' related work experience. Advanced proficiency with MS office suite with particular expertise in using Word, Outlook, Excel. Strong understanding of sport administration and policy Ability to work independently, make decisions, set priorities and switch between detailed tasks quickly. Excellent interpersonal and communication skills (verbal and written), including putting students at ease by providing a calm, professional and supportive environment. Proven problem-solving and trouble-shooting skills. Must possess a valid Class 5 BC Driver's Licence and have a confirmed satisfactory driving record. Undergraduate Degree in Sport Management, Recreation, Marketing, Education, Business or another related field. Institutional experience. Knowledge of VIU programs. Knowledge of Active Net software. Playing experience at the college or university level or sport administration knowledge. Note: Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Indigenous descent.
Coordinate travel for Athletics and Recreation both locally and abroad, team travel, student events, conferences and individual travel as required. Book hotel, ferries, vehicle rentals, bus charters, and flights and create itineraries. Order travel advances for student athletes and coaches and reconcile. Monitor and manage up to 20 area cost centres. This includes cost centre transfers, appropriate processing of expenses and revenues, creating & distributing summary reports, advising on projected activity and the impact on the bottom line. Process department payables and receivables. Reconcile weekly deposits for Recreation unit including financial reporting through Active Net software. Create purchase orders and working closely with the purchasing department and accounting to ensure VIU policies regarding payments and contracts are adhered to. Process of student athlete scholarships. Work with Foundation office to ensure fundraising efforts, donations, and sponsorships are processed accurately to ensure optimum tax benefit and credited to correct beneficiary. Reconcile purchasing cards. Schedule departmental meetings including room bookings, meeting invitations and minute taking. Support applications, hiring and monitoring of WorkOp staff for department as required. Requires some weekend and evening work including activities off campus. Required Qualifications One-year certificate program, such as Office Administration with Bookkeeping specialty, or event planning from an appropriately accredited institution. Minimum 3 years' related work experience. Advanced proficiency with MS office suite with particular expertise in using Word, Outlook, Excel. Strong understanding of sport administration and policy Ability to work independently, make decisions, set priorities and switch between detailed tasks quickly. Excellent interpersonal and communication skills (verbal and written), including putting students at ease by providing a calm, professional and supportive environment. Proven problem-solving and trouble-shooting skills. Must possess a valid Class 5 BC Driver's Licence and have a confirmed satisfactory driving record. Undergraduate Degree in Sport Management, Recreation, Marketing, Education, Business or another related field. Institutional experience. Knowledge of VIU programs. Knowledge of Active Net software. Playing experience at the college or university level or sport administration knowledge. Note: Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Indigenous descent.
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