Frontline Operations & Program Coordinator

Job Summary

This position will oversee all aspects of the UBC Recreation programs, events, camps, and Jr Heat programs as well as provide support to the Athletics & Recreation team. They will also provide daily oversight of all student staff for all programs within their responsibility (75+ student staff). Under the general management of the Manager, Facility Operations & Business Development, this position is responsible for all aspects of front-line operations including but not limited to; development, implementation, and evaluation of events/projects/programs, and staff management - including recruitment, hiring, personal/professional development, recognition, evaluation, and discipline.

Organizational Status

This position directly reports to the Manager, Facility Operations & Business Development but works fairly independently on front-line operations, including customer service, project coordination, as well as staff management. Ultimate decisions related to student staff management will be that of the Athletics & Recreation Coordinator. As a member of the Recreation Team, this position will work alongside the Recreation Team (Athletics & Recreation Engagement Coordinator, Clubs & Intramurals Coordinator, Physical Activity & Wellbeing Coordinator, and the Facility & Operations Coordinator) to ensure seamless implementation of department operations, events and projects.

Work Performed

Supports the Coordination of Athletics & Recreation Programs, Events & Large, External Bookings:

• Assists all aspects of the UBC Recreation Events calendars including, but not limited to program development, internal and external staff and volunteer management, event planning, participant communication & recognition, registration, event management and delivery, safety & risk management and evaluation.
• Recruits, hires, trains, manages, evaluates and, when necessary, disciplines student staff and volunteers.
• Works with the athletics and recreation team, as well as campus partners to expand the student event calendar for on-campus programs and events
• Oversees the development and delivery of program and events promotion by taking the lead on coordinating marketing materials and campaigns through print and online, and in-person promotions as well as outreach to community partners, where necessary.
• Alongside the work of the Community Engagement & Program Coordinator, this position will liaise with large external bookings to ensure all logistics are properly coordinated, liability/risk management documentation is obtained and correct, and act as the on-site contact for all large bookings, when necessary
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Leads and oversees the hiring, training, scheduling and management of Recreation student staff by:

• Leads all interviews, hiring, training, management, evaluation, discipline, and termination of 75+ student staff appointments who acts as information officers, custodians – in athletics-specific facilities, emergency warden assistants, fitness monitors, event staff, and customer service representatives.
• Oversees the general cleanliness of Athletics and Recreation facilities and allocates duties to student staff.
• Leads, develops, and coordinates the implementation of personal and professional development strategies for all student appointments to foster learning within the recreation environment and lend to the student’s personal growth in areas beyond recreation.
• Leads in the development and the delivery of Leadership, Inclusivity, Health & Safety, Crisis & Emergency Management training programs.
• Coordinates with UBC HR on issues related to discipline of student appointments.
• Coordinates, records, develops and delivers verbal, written and final warnings to student appointments – coordinating with UBC HR and the Recreation manager to discipline/terminate staff, when necessary.
• Handles any problems or queries concerning daily routine and procedures.

Co-Lead Jr Heat, Camps & Community Programs

• Manages, develops and/or enhances community partnerships to establish fundraising and community engagement opportunities that will support scholarships or leadership opportunities for varsity, sport club, and junior heat athletes/programs.
• Acts as a community ambassador/liaison with campus and community partners or local sport groups to building relationships that may lead to future camp or youth sport development opportunities/partnerships/programs.
• Supports varsity and community coaches and department staff in the promotion, registration, execution, evaluation, and continued evolution of the Junior Heat and Sport Camp programs.
• Works with coaches and department staff to explore the best options for expansion of Heat Sport Camps and other community engagement/youth sport development programs.
• Manages camp budgets including revenue projections and expense estimates/reconciliations.
• Makes recommendations to work with coaches on budget management for Jr Heat/youth sport development programming.

Supports the Athletics & Recreation Department:

• Takes a leadership role on the general promotion of the Athletics & Recreation department’s programs, services and initiatives – especially when large groups are utilizing Athletics & Recreation facilities.
• Providing practical support to all major athletics & recreation events, programs and external booking.
• Occasionally providing relief coverage and/or administrative assistance to the Recreation Team when necessary (including scheduling assistance, student staff management, administrative assistance, etc. when regular employee is absent or needs assistance).
• Performs other related duties as required.
  
  

Consequence of Error/Judgement

This position requires a high degree of judgement, tact, discretion, and initiative. Errors in training, supervision, or judgment relating to the management of UBC programs and/or the associated staff could create situations leading to unsafe or unfavorable working & participation environments. Such environments present a greater potential for injury, discriminatory or inequitable actions, unfavorable impact on the reputation of the UBC Athletics and Recreation Department and the university, fiscal impacts and exposure to litigation. Failure to execute responsibilities as assigned to the expected outcome could impact an employee's employment status with the university.

If any part or portion of the person’s duties is neglected, severe consequences will be felt not only by the program itself, but potentially, also by participants and patrons of the facility. The improper execution of details associated with the management of student staff could result in a tarnished program and university image.


Supervision Received

The Manager, Facility Operations & Business Development will provide regular ongoing guidance and direction to the position, but the execution of assigned responsibilities are solely that of the Athletics & Recreation Coordinator. This position must exercise resourcefulness, initiative, and excellent decision making in the coordination and delivery of programs. This position works autonomously within general guidelines towards the achievement of overall department and university goals. This includes making decisions on program development and implementation against unit goals. Work is reviewed overall, following major milestones in the program, for effectiveness in achieving these goals.

Supervision Given

Responsible for direct supervision and the daily oversight of all student staff for all programs within their responsibility (75+ student staff). Works alongside the Recreation Team to ensure smooth execution of events and programs. Supervision includes recruiting, hiring, training, disciplining, empowering, and assigning work to event, program, and operation staff and volunteers.

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

• Undergraduate degree in Human Kinetics, Physical Education, Business Operations or Program/Events Planning.
• Experience in staff or volunteer management on a large scale (teams of 40+) who are working in a variety of roles.
• Experience in the management and marketing of a variety large scale events, or an equivalent combination of education and experience.
• Relevant experience in a post-secondary environment in event, sport or recreation programming.
• Experience coordinating complex programs including development, planning, and implementation of ideas collaboratively with stakeholder groups.
• Exceptional communications skills, both verbal and written.
• Proven ability to organize recreational events and coordinate student development programs.
• Ability to lead others and to function as an effective team member.
• Ability to deal with a diversity of people in a calm, respectful, and effective manner.
• Demonstrated ability to work collaboratively with a variety of different stakeholders.
• Demonstrated experience and/or training in personal development, conflict resolution, inclusivity, mentorship, and leadership.
• Ability to plan ahead, anticipate problems, and meet deadlines.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to work flexible hours, including evenings and weekends and work well in a fast paced, busy and often loud environment.