Administrative Coordinator, Student Athlete Services

Staff - Union

Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Program Assistant 2 (Gr6) Job Title Administrative Coordinator, Student Athlete Services Department Athlete Services and Compliance | Athletics and Recreation Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date April 27, 2025

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

Job End Date

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 Summary

This position is responsible for supporting and providing confidential administrative support to the Student Athlete Services (SAS) unit within the Department of Athletics and Recreation ensuring that the day-to-day administrative needs of the unit are met. The position is responsible for a range of administrative duties that include, but are not limited to: data entry and reporting, IT platform administration, housing administration, eligibility and compliance administration, troubleshooting, and event support. The incumbent must consistently demonstrate a high-level of focus on communication, attention to detail, customer service and relationship building skills.

UBC is committed to supporting the best possible environments for working, learning and living where respect, civility, diversity, excellence and inclusion are valued. This position reports directly to the Manager of Academic Support and Student Experience and communicates regularly with staff in the department, other UBC departments and student athletes. The role works out of War Memorial Gym.

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

• Responsible for administering the Share Point Roster Management platform acting as the main contact, initiates annual rollover process with IT, reviews workflows for accuracy, imports new data for other SAS members to analyze.
• Responsible for being the main point for Workday Student including generating reports, tagging student athletes, troubleshooting, and processing new requests.
• Maintains the Student Athlete Services Canvas (Coaches Portal and Student Athlete Portal) catalogue enrolment and content.
• Responsible for the on-going data administration of the Tbird App– providing user access, troubleshooting with IT, annual student athlete rollover, uploading SAS forms, generating SAS reports.
• Coordinates hiring of SAS hourly student staff: Varsity Team Academic Coaches (VTAC) & Varsity Team Orientation Coach (VTOC).
• Coordinates the administration of VTAC and VTOC programs – hiring process, scheduling, logistical support, work learn and workday administrative contact.
• Coordinates referrals to existing faculty and campus supports/resources.
• Facilitates registration requests for existing course agreements with academic departments/units.
• Receives and completes all student data information requests (internal and external ie. Faculty, other departments).
• Completes and compiles student registration credit check data (one of two required staff checks, CCE completes secondary check).
• Responsible for completing NAIA/ U SPORTS reporting and related data administration including but not limited to: Academic All-Canadian, Daktronics Scholar Athlete, Year End Reporting.
• Compiles Grade Reports for all Varsity Teams at the end of each winter term.
• Responsible for gathering and maintaining accurate Big Block recognition data and Academic All-Canadian Data from year to year.
• Coordinates and follows up with Housing, Coaches, and Student Athletes to support Housing opportunities including Winter and Year-Round Housing, Summer Stay Through, Training Camp Accommodations, and Housing arrears.
• Coordinates required training for coaches (NAIA/ U SPORTS) via the Coach Portal.
• Coordinates and follows up on SAS pre-season clearance requirements via the Tbird App.
• Coordinates, tracks, and follows up on the complete of the Athlete History Survey to Transfer/Gap/ CEGEP students.
• Coordinates and tracks Transfer Eligibility paperwork requests to other institutions.
• Supports student-athlete preseason and in season onboarding: Tbird App, NAIA shortlist, Athlete Add/Removal process, Workday Tagging.
• Provides coordination and support for Academic All-Canadian and other SAS championed events.
• Coordinates Big Block Sweater and Ring Pick-up with student athletes and sport programs.
• Responsible for Big Block sweater and ring supply inventory and ordering management.
• Coordinates Coach Education sessions on behalf of SAS.
• Assists with entering payroll, purchasing, and accounts payable.
• Performs other duties as assigned.

Consequence of Error/Judgement
All information must be accurate and provided in a courteous, respectful, timely and supportive way. Providing accurate and timely information is critical to the ongoing improvement of the A&R department. Must maintain privacy, confidentiality and uses authority appropriately. This position requires attention to detail, accuracy, problem solving, judgment, tact, discretion and initiative. This position handles sensitive and highly confidential matters (i.e. personal information of staff, student athletes), and confidentiality of information handled must be respected. This job requires the ability to multi-task during the working day, and act relatively independently without constant input from supervisors. Correspondence, reports, etc. must be prepared accurately, archived for future reference, and delivered in a timely manner. Failure to respond promptly and tactfully may have a negative impact on internal and external relationships.

Supervision Received
This position reports directly to the Manager of Academic Support and Student Experience. Also works closely providing administrative support for members of the Student Athlete Services Team. Receives initial instruction on new responsibilities. Varying job tasks will require ongoing prioritization, and the incumbent is expected to be able to take initiative, problem solve, determine course of action and follow through independently. Refers problems, especially if recurring or ongoing to the Manager.
Supervision Given
This position is responsible for the supervision of a select group of hourly Student Athlete Services student employees.
Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus three years of related experience, or an 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

• Ability to multi-task, prioritize and work under pressure to meet deadlines and maintain accuracy and attention to detail in a busy environment.
• Very strong attention to detail.
• Strong organizational skills and ability to maintain accuracy.
• Ability to effectively use Outlook, MS Word, MS Excel, PowerPoint, database programs and internet applications and tools at an intermediate level.
• Strong interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner and to work effectively in a team environment.
• Strong ability to determine the nature and urgency of inquiries and issues and triage appropriately.
• Ability to communicate effectively verbally and in writing. Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to develop and maintain effective working relationships internally and externally to the department.
• Ability to exercise tact and discretion with confidential and sensitive matters.
• Ability to work independently and take initiative, including willingness to seek answers where personal knowledge may be lacking.
• Experience working in a fast-paced environment preferred.
• Ability to research and compile information from various sources, and to review, analyze and synthesize complex information into summaries and reports.
• Demonstrated self-starter.
• Ability to work flexible hours as required, including evenings and weekends.

Additional Assets

• Experience in a post-secondary and/or sport organization environment; UBC experience an additional asset.
• Experience with Workday an additional asset.