Sport Information & Game Day Operations Coordinator

Job Summary

This position is responsible for all conference and national sports information / statistical requirements as per the rules and regulations of Canada West, and U SPORTS. This position’s responsibilities also include execution of the technical delivery of varsity game days, assisting with written game previews and recaps, feature stories highlighting our programs and UBCO Heat website general maintenance and communications.

This position needs to have a strong understanding or ability to quickly grasp score keeping / stats notation and the stats programs used during live games across several sports along with the ability to train and oversee a small staff of student employees. In collaboration with the Marketing & Community Engagement Strategist, this position works to establish and maintain strong public and media relations as they relate to the UBCO Heat. This position requires the ability to work non-standard hours including evenings and weekends (e.g. attending and supporting at identified home games).

Organizational Status
Athletics & Recreation (A&R) is a department within the AVP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 20 employees and is led by a strong cross-unit leadership team. It services students through recreational programming, 8 varsity teams, and 3 competitive clubs along with thousands of members of the UBCO & surrounding community.

This position reports to the Marketing & Community Engagement Strategist and works closely with coaches/varsity staff and with other department facility managers/coordinators, staff, visiting team, local media, and other campus & community stakeholders.

Work Performed

Communications and Sport Information

• Ensures that all conference and national sports information / statistical requirements are met as per the rules and regulations of Canada West and U SPORTS
• Performs scorekeeping and stats notation during live games across several sports.
• Writes, edits and produces communications content as assigned.
• Collects and maintains statistics, awards, records, media clippings, photos and archives for UBC varsity teams.
• Ensures the UBCO Heat website is up to date with scores, schedules, historical records and current team rosters.Supports the updating and maintenance of the Heat social media outlets (Facebook, Instagram, TikTok, etc.)
• Oversees production of annual team programs and game day fact sheet • Assists with the promotion of UBCO Heat teams, athletes, and coaches through hometown releases and feature stories and post-game reports.
• Initiates award nominations and provincial, conference, regional and national award applications, as required.
• Assists with department events, as required

Varsity Events Coordination & Production

• Acts as the staff member responsible for hosting of the event and the gymnasium facility during varsity sport events, including team room management, coordinating officials, etc.
• Leads game day video board production and event scripting from a game operations perspective
• Acts as the responsible staff on site 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, food vendors, community partners, development & alumni staff, partners, donors, etc).
• Oversees event scripting and video board operations from an event operations perspective, as well as other in game materials production to ensure successful and league compliant events.
• Supervises all scheduled minor officials

Staff Management

• Recruits, hires, trains, manages and evaluates of a group of about 20 student staff who act as Varsity Games Statisticians, Game Day Operations & Communications Assistants.
• Liaises with Career Services to obtain Work Study funding, whenever possileAdministers onboarding procedures and submits payroll.
• Ability to plan, develop, and monitor work schedules to ensure efficient use of personnel.
• Mentors student staff and enhances professional development opportunities.

Other

• Plays an active role in furthering A&R's vision and values through communication and staffing initiatives.
• Coordinates interview requests between media, student-athletes, coaches or department personnel, as required.
• Collaborates with Marketing and Community Engagement Strategist in the further development of new media and multi-media initiatives; including the areas of video (preview, highlights, features), interactive media and other projects.
• Attends meetings, staff training retreats and completes other tasks and duties as necessary.
• As necessary, the possibility of travel with teams to provide athletic media relations functions for local, regional, and national media as well as producing statistical and game reports on a timely basis.

Consequence of Error/Judgement
This position requires a high degree of judgment, tact, discretion and initiative. The work and decisions of this position has a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the department reputation, student athletes, varsity teams, coaches and UBC's standing within the community at large. All information must be accurate and provided in a courteous, respectful, timely and supportive way.

Supervision Received
The Marketing & Community Engagement Strategist provides guidance and direction to the position, but the execution and decision making of the responsibilities are solely that of the Coordinator, Sports Information and Game Day Operations. Due to the magnitude of the program, staff are empowered to execute their responsibilities and work independently.

Supervision Given
Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating the game day operations and communications student staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum four years of related experience, or the equivalent combination of education and experience.

- 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

• Undergraduate degree in media, communications or journalism.
• Strong leadership, organizational, planning and time management skills are required.
• Demonstrated self-starter.
• Proven oral and written communication and editing skills.
• Strong command of the English language and writing skills.
• Demonstrated accuracy and strong attention to detail.
• Strong understanding or ability to quickly grasp scorekeeping and stats notation during live games across several sports.
• Ability to exercise judgement, tact, confidentiality and discretion when dealing with sensitive matters.
• Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve them.
• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a fast-paced environment.
• Ability to train and oversee a small staff of student employees.
• Strong interpersonal and relationship management skills.
• Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job. • Proficiency with Microsoft Office (Word, Excel, and Powerpoint) is required.
• Proficiency with Adobe Suite programs (e.g. Photoshop, Premiere Pro, InDesign) an asset
• Knowledge of Apple and PC computer systems; proficiency with StatCrew / Daktronics statistical systems an asset.
• Sport specific knowledge of varsity sports sponsored by UBC is an asset.
• Previous experience in a live sports environment is an asset.
• Flexible approach to work; The shifts from this position require the ability to work non-standard hours including evenings and weekends (e.g. attending and supporting at identified home games).