Intramural League Associate - Communications and Operations

Job Summary

This position is responsible for the day to day administration of the Intramural League Sport program area, specifically but not limited to; Operations & Communication. Responsibilities include the planning and implementation of team/individual registration structure and team management (Winter, Fall & Summer); providing leadership in the hiring, training, mentorship, evaluation and recognition of qualified student administrative student staff; support the coordination of recruitment and marketing efforts and the continuous ongoing evaluation and implementation of operational communications, policies and procedures that support safe, equitable and enjoyable league competition.

This position (in cooperation with the Program Associate, Intramural League Sports – Programming & Officials) is primarily responsible for administration associated with responding to incidents occurring within the Intramural League Sport Program. The incumbent is responsible for the ongoing development and implementation of programs recognizing both individual and team achievements. These include but are not limited to, league championships, individual excellence in participation or leadership and exceptional conduct.

This position interacts with all members of the Intramural Program and with other department facility coordinators, programmers, community users, on-campus groups as well as external agencies and partners. As a member of the Intramural Program professional staff this position will at time lend time and expertise to other Intramural and Department initiatives.

This position requires a flexible schedule and will require evening and weekend work.

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 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed

PROGRAMMING

• Works in collaboration with the Program Associate, Intramural League Sports – Programming & Officials to plan and implement a diverse offering of both competitive and recreational (just for fun) League Sport programs including (but not limited to) continued development of ongoing and/or new programs.

• Works with the Manager, Intramural Programs to develop and implement policies and procedures governing registration, participant eligibility, game level incident management, response and reporting.

• Responsible for ongoing fiscal management of league budgets to ensure both current spending and projections are accurate.

• Responsible for ongoing planning, coordination and regular communication with facility coordinators pertaining to operational expectations, access, and facility equipment use.

• Leads on ensuring all content within the registration systems (XplorRecreation) and website (WordPress) is kept up to date and functioning, including but not limited to;

  • General League Info, Policies & Procedures, Safety & Risk Management, Participation & Championships

• Oversees the management, purchasing of and upkeep of league equipment including but not limited to;

  • General game equipment, administrative supplies and team championships, and tokens of appreciation

• Manages all league communications strategies and information programs including but not limited to; team captains’ packages, playoffs, regular and irregular facility schedules.

• Responsible for contributions to, and at times, the development and implementation of assessment tools to ensure participant satisfaction of program offerings.

• Contributes to the effectiveness of current programming and makes changes or improvements as necessary.

• Generates new programming ideas and initiatives that will further the expansion of the league sport program and meet the of the campus community.

• Supports, as required, other programmers and programming with Intramurals & the department of Athletics & Recreation.

STAFF MANAGEMENT

• In coordination with the Program Associate, Intramural League Sports – Programming & Officials, the incumbent is responsible for the hiring, onboarding, training, and supervision of a group of qualified student administrators.

  • Specifically, pertaining to all student staff administrators, takes a leadership role in the delegation of responsibilities, ongoing support, mentorship, development, training supervision, and evaluation of said staff.

• Oversees and maintains regular working relationships and interactions with all student administrators overseeing general league operations, communications, and equipment within individual league operations.

• In cooperation with all Intramural professional staff colleagues, plans and delivers specific in-service training, retreats and orientations for student staff administrators.

• As required, respond to, document & investigate incidents occurring within the Intramural League Sport Program; including but not limited to application of policies and procedures pertaining the Intramural Supplemental Discipline policy, Student Code of Conduct and UBC Human Resources.

OTHER:

• Attend regular weekly meetings with Intramural Program Manager, Event/Student Engagement/Social Media & Digital Marketing Coordinators & Intramural Program Development

• As required attend scheduled staff/committee meetings/training

  • Local and Department Health & Safety Meetings

  • Departmental Training/Meetings

  • Annual Department Celebration/Enhancement

• Attend all orientation, training sessions, recognition & award ceremonies

• As required, extended on-site Intramural program delivery – including regular evenings and weekends.

• Other duties & responsibilities as assigned.

Consequence of Error/Judgement
This position is critically important to the successful daily operation of one of the largest student focused activities on the UBC Vancouver Campus. As such, an exceptional standard of oversite, attention to detail and planning is vital to ensuring the delivery of an excellent intramural program experience. Errors in training of the staff and/or management of each program could result in injuries to participants and/or staff, potentially causing a situation that may be open to litigation. Failing to execute the logistics associated with each area of responsibility could lead to participant dissatisfaction, which then could result in reduced participation and reduced revenues. The improper execution of details associated with the management of each program could result in a tarnished image of the university.

Supervision Received
The Manager, Intramural Programs will provide ongoing guidance and direction to the position, but the execution of the responsibilities is solely that of the incumbent. Due to the magnitude of the program, staff are empowered to execute their responsibilities and work independently.

Supervision Given
This position is responsible for providing day to day supervision and leadership of volunteer student staff (student staff administrators). This position provides supervision of between 50-70 volunteer staff. The position should expect overlap of supervision responsibilities with the Program Associate, Intramural League Sports – Programming & Officials, further increasing responsibilities to between 100-120 staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one year of professional 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

• Professional working experience within leagues sports, university recreation, or as a Recreational Programmer is preferred.

• Officiating background is preferred including experience with coaching and mentoring emphasizing growth and development.

• Strong knowledge of current trends in league sports, university recreation and Intramural programming, including both just-for-fun and competitive programming.

• Knowledge of the principles and practices involved in league operations and administration.

• Ability to plan, assign, supervise and check, directly and indirectly, the work of staff and to participate in hiring and evaluating the work performance of staff.

• Strong supervisory and staff management skills required.

• Ability to deal effectively and courteously with staff, public, and university colleagues.

• Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.

• Ability to work well as a member of a team and as a leader of a team, as well as excellent oral and written communication skills are required.

• Demonstrated conflict resolution skills.

• Passion for sports, student development, particularly in the context of university recreation.

• Computer experience and working knowledge and skill with Microsoft Office is required.

• Previous experience with Workday and XplorRecreation software is an asset.

• Must be able to lift, move or carry objects of up to 50 lbs.

• Valid BC Class 5 driver’s license including safe driving record, or Canadian equivalent required.

• Valid First Aid Certification – Standard First Aid or Higher is an asset.