Camps Coordinator

Job Summary

The Camps Coordinator is responsible for maintaining the day-to-day operations of UBC Camps programming and administration within the Department of Athletics and Recreation. Operating year-round, UBC Camps engages thousands of community youth in a wide variety of program areas both on campus and off campus. Reporting to the Director, Intramurals and Recreation, the incumbent will be responsible for planning, implementing and evaluating both existing and new youth camp programs to ensure their safe, customer-focused, profitable and accessible delivery. The Camps Coordinator will also oversee the camp program staff.

The mission of UBC Athletics and Recreation is to engage our community in outstanding sport and recreation experiences, to enable UBC athletes to excel at the highest levels, and to inspire school spirit and personal well-being through physical activity, involvement, and fun.

Organizational Status

Reports to the Director, Intramurals and Recreation. Interacts with other department and campus units. The position works with colleagues across the Athletics and Recreation portfolio, as well as other campus and community partners and external vendors.

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:

• Leads on program preparation including, but not limited to the creation of camp programs, schedules, descriptions, facility bookings, external bookings, purchases, transportation and staffing schedules. Assists in the preparation of all necessary requirements for marketing materials (print and digital) as well as registration.

• Leads on program delivery including, but not limited to monitoring camp registration and waitlists, processing refunds, responding to customer inquiries, communicating with internal and external colleagues (including varsity coaches), customers and other UBC Departments, overseeing participant welcome, sign-in, transfer and sign out procedures, and purchasing equipment and supplies.

• Assists or leads program delivery as necessary.

• Oversees pre-camp communication including creation and distribution of confirmation and camp overview emails, and cancellation and refund notices.

• Takes guidance from Director, Intramurals and Recreation to explore new opportunities and develop proposals for new programming.

• Develops and implements course evaluations and regularly monitors participation and program trends. Produces annual recommendations based on these evaluations.

Staff Management:

• Recruits, hires, schedules, disciplines, and terminates camp/program instructors.

• Plans and delivers required staff training including the coordination of partner resources.

• Conducts weekly staff meetings during Summer Camps sessions.

• Supervises camp instructors, administers evaluations and provides/solicits feedback.

• Supports program staff during program delivery including on-site presence.

Camp Administration:

• Coordinates the collection, tracking and executing of all necessary camp documentation including, but not limited to consent forms, pick up permissions, and media consent.

• Takes guidance from Director, Intramurals and Recreation to create, monitor and reconcile camp budgets and monitor financial performance of camps.

• Maintains and administers systems for daily sales including cash handling, payment processing controls, and ledger reconciliation.

• Maintains systems for program registration including payment processing controls.

• Prepares and administers payroll.

• Assists in the continued development, execution and assessment of risk management and safety procedures.

• Assists with camp marketing to ensure all programs have a high, and growing, level of participation.

• Represents UBC Camps in public settings including interaction with parents, partners and within the community.

Other:

• Assists in coordinating crisis management situations involving UBC Camps.

• Contributes to the review department policy review and implementation; department wide initiatives; and attends meetings and/or retreats.

• Performs other responsibilities pertinent to the day-to-day operations of camps.

• Performs other related duties as may be required.

Consequence of Error/Judgement
The work and decisions of the Coordinator, UBC Camps have a direct impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the Department and the University s reputation with students, staff, faculty and the broader community - with a direct negative impact on the participant and parents experiences and on the department s business objectives.

Supervision Received
Reports to the Director, Intramurals and Recreation.

Supervision Given
The Camps Coordinator will directly hire, train, discipline and terminate part-time program instructors and staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five 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

• University degree, in Commerce/Business Administration, Education, or Recreation Management, plus a minimum of 2 years of related experience, or an equivalent combination of education and experience.

• Experience working with children in a recreational setting, and delivering developmentally appropriate lessons and/or programs is a requirement.

• Previous experiences showcasing exceptional oral and written communication, interpersonal and customer service, analytical, problem solving, and supervisory skills preferred.

• Administrative experience and proficiency with Microsoft Office Suite as well as WordPress, Class registration software, and/or social media an asset.

• Class 4 Driver s License an asset.

• Ability to work both independently and in a team environment and to prioritize and work under pressure to meet deadlines is valued.

• Ability to exercise initiative, tact and diplomacy.

• Successful candidate must be able to produce a valid criminal record check.