Coordinator, Varsity Events

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Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A

Job Title

Coordinator, Varsity Events

Department

Varsity Events / Athletics and Recreation

Compensation Range

$5,209.17 - $7,485.33 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position.

In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

June 27, 2024

Note : Applications will be accepted until 11 : 59 PM on the Posting End Date.

Job End Date

Mar 31, 2025

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students.

Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

The Coordinator, Varsity Events is responsible for supporting the planning, organizing, and executing of varsity games and events on UBC's Vancouver campus for the UBC Department of Athletics and Recreation.

This position is also responsible for supporting the management of the Varsity Events Unit and contributing to strategies for managing and advancing the Unit.

The position is an integral member of the varsity team and works closely with the Manager, Varsity Events, Varsity Head Coaches and varsity administration staff.

The incumbent will be expected to be adaptable, work under pressure and manage a high-volume workload.

Organizational Status

Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience.

The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

This position is an integral member of Varsity Events Unit. Within this Unit, they report to the Manager, Varsity Events and work collaboratively with the Operations Coordinator, War Memorial Gym.

This position is ultimately responsible to the Director of Athletics, Operations and Team Support.

Work Performed

• Responsible for planing, organizing and executing event logistics for varsity games and events
• Supports the management of the Varsity Events Unit and contributing to strategies for managing and advancing the Unit.
• Works collaboratively with the Manager, Varsity Events, the Varsity Leadership Team and coaching staff to ensure successful execution of all varsity events.
• Works with the Manager, Varsity Events and the Coordinator, Marketing & Promotions to create and develop print and digital media collateral as required.
• In conjunction and collaboration with the Manager, Varsity Events, plans and coordinates events occurring simultaneously and designates supervisory personnel as deemed necessary.
• Communicates with varsity coaching staff as necessary to ensure cooperation and assistance in the professional execution of each varsity game.
• Develops event plans and carries out all arrangements around preparation for and managing successful varsity events as required.
• Manages all pre, onsite and post event activities in multiple locations by monitoring the operational activities at each venue, addressing concerns and resolving problems to ensure the success of each event.
• Leads staff by setting standards and goals for client services, accuracy and efficiency.
• Supports and as necessary, leads the recruitment, hiring, training, scheduling, supervision and evaluation of approximately 100 student staff in accordance with the UBC Work Learn program.
• Supervises part-time student workers for hosted varsity events, specifically in coordination of work schedules and technical operations (e.g. minor officials).
• Provides proper training for minor officials, sport specific as necessary.
• Ensures USport and NAIA game management policies and procedures are strictly followed and enforced, including facilitation of the Game Tape Exchange protocol (video game capture, file conversion and uploading at the end of each game).
• Responsible for post-even day reporting.
• Coordinates post-event day and post season financial reconciliation as required.
• Primary on-venue liaison for visiting teams, external stakeholders (i.e. security, SHCS etc).
• Assists Manager, Varsity Events in preparation of larger events, including Festival Events and National Championships.
• Supports the development of bid proposals and associated grant submissions to host national championships, working closely with varsity teams, department administration and community partners.
• Executes and manages ticketing operations and box office management as required
• Manage trophy maintenance and shipping on assigned varsity games.
• Attendance at varsity games / events required (includes evenings and weekends).

Consequence of Error / Judgement

This position represents the Department of Athletics, the students and the University. Incorrect decisions / judgment will directly affect the Department and UBC's reputation within the community at large.

Incorrect decisions would have impact on the operations of programs and reputation of the UBC Thunderbirds, UBC 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.

Supervision Received

Reports to the Manager, Varsity Events and is ultimately responsible to the Director of Athletics, Operations and Team Support.

Supervision Given

Provides supervision to student staff.

Minimum Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one's own
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Post-secondary degree preferred. Minimum of two years experience or the equivalent combination of education and experience.

Experience in event management field, in a college / university or multisport games environment preferred.

A pleasant personality together with a positive attitude is strongly preferred.

Ability to foster a cooperative work environment, get along and work well with members of the department, supervisors and other employees of the university.

Ability to motivate, manage and develop student staff; supervisory skills strongly preferred.

Knowledge of Canada West, USport and NAIA policies and procedures in relation to event management and hosting strongly preferred.

Strong management / supervisory skills. Strong organizational, administrative and computer skills. Effective and efficient oral and written communication skills.

Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.

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