Athletics & Recreation Coordinator

Please see Special Instructions for more details.

Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by December 18, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Position Information

Position Title

Position Title Athletics & Recreation Coordinator

Posting Number

Posting Number 02435SA

Location

Location Various Douglas College Campuses/Satellite Campuses

Grade or Pay Level

Salary Range

Salary Range $58,304 annually (with wage increments to a max of $65,630 annually). Salary and wage increments are in accordance with the Collective Agreement.

Position Type

Position Type Support Staff - Temporary

Posting Type

Posting Type Internal/External

Regular/Temporary

Regular/Temporary Temporary

Employment Type

Employment Type Full-Time

Posting Category

Posting Category Staff

Start Date

Start Date 01/20/2025

End Date

End Date 07/20/2025

Day of the Week

Day of the Week Other - See work arrangments

Shift

Shift See work arrangements

Work Arrangements

This full-time, temporary position is available starting January 20,2024 to July 20, 2025. Hours of work will typically be scheduled between Monday to Friday, between 8:00 am and 10:00 pm. This position is required to work a flexible schedule based on operational needs. Shift days and times may change depending on operational needs. Evening and occasional weekend work will be required. The position is located at the New Westminster campus; and will be required to work at all Douglas College campuses and offsite locations. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College’s Work From Home Policy.

What Douglas Offers

We offer the opportunity to do what you do best in an inclusive, collaborative and collegial environment. At Douglas, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth, and development, as well as a safe and respectful workplace.

• Transit-accessible campuses
• Hybrid work arrangements for eligible positions
• Excellent Health and Dental Benefits for eligible positions
• Defined-Benefit Pension Plan for eligible positions
• Professional Development funding
• Access to our Fitness Centres and Classes

The Athletics and Recreation (AR) Coordinator is responsible for coordinating, supporting and delivery of physical wellness programs and services through varsity sport, recreation, and continuing education programs. The responsibilities include leadership, development, implementation, assessment, communications, and operational and administrative support functions. Reporting to the Manager, Athletics and Recreation Operations, the AR Coordinator will be assigned primary responsibilities for a specific portfolio. This position collaborates with internal stakeholders and external partners to support department programs and services that contribute to organizational and department strategic goals. The AR Coordinator contributes to fostering a healthy, equitable, inclusive environment for the College community.

Responsibilities

Responsibilities:

1. Operational Leadership.
a. participates in strategic and budget planning related to department programs, services, events and initiatives that align with the College’s Strategic Plan.
b. maintains current knowledge in assigned portfolio through research, networking, and professional development to contribute to effective delivery of programs and services.
c. identifies, recommends and implements changes to ensure operational efficiencies that align with college policies and SOPs, external governing body policies and procedures, and best practices.
d. researches best practices and emerging trends as part of an ongoing program assessment to make recommendations that promote an environment for student success.
e. contributes to fostering respectful, equitable, and inclusive environments for healthy campus community by ensuring compliance with college policies and demonstrating organizational values.
f. facilitates the annual cycle of employment and service contracts, including processing contract invoices.
g. supervises employees including recruitment, on/off boarding, training, scheduling and time sheet approvals.
h. coordinates daily operational activities including resource and staffing allocation to ensure standard service levels are maintained within operational budgets.
i. defines and communicates performance expectations and feedback including identifying appropriate training and developmental opportunities.
j. supports internal and external strategic relationships to support program success (e.g., municipalities, school districts, not-for-profits etc.)
k. participates and represents Athletics, Recreation or Sport Institute, as required, on internal and external committees and regulatory governing bodies (e.g., Pinetree Operating Committee, Canadian Collegiate Athletic Association ( CCAA ), Pacific Western Athletic Association ( PACWEST ), Northwest Athletic Conference ( NWAC ), National Intramural-Recreational Sports Association ( NIRSA ), British Columbia Recreation and Parks Association ( BCRPA ), etc.;)

2. Delivery and Coordination of Programming, Services, and Events.
a. coordinates and performs the operational and administrative processes to support the effective delivery of programs, and services e.g., athletics, recreation, Fitness Centre and continuing education programs.
b. plans, develops, implements and schedules athletic, recreation, and continuing education programming.
c. oversees the administrative and operational requirements for departmental events; e.g., Game Day Operations, Royals Athletics Banquet, Student-Athlete Orientation, Philanthropic fundraising events, conferences.
d. collaborates with internal and external stakeholders to organize and delivery department events including securing facilities, coordinating catering, confirming VIPs and guest speakers, equipment rental agencies, ticket registration and sales, awards purchases and allocation etc.
e. monitors and maintains program and operation budgets.
f. processes invoices, purchase and cheque requisitions, fee payments, reconciles accounts; and performs budget reporting and analysis.
g. collects program statistics, performs audits and assessments, and prepares reports related to data to inform changes to programming and services.
h. develops and maintains resources including training manuals, procedures, course materials, reports, forms and other documents to facilitate effective programs, services and events, e.g., Coaching manual, Learning Management Systems e.g., Banner.
i. acts as a primary contact for department enquiries and provides appropriate correspondence.
j. responsible for scheduling departmental meetings including preparation of agenda and minutes.
k. liaises with Faculty and coaches to facilitate programming, services and events, e.g., purchasing, student awards, early registration, fee payments and adjustments, refunds, financials etc.
l. coordinates travel itineraries for varsity sports, including arranging transportation, booking. accommodations, confirming insurance coverage, coordinating travel per diems, and completing required accreditation.
m. facilitates, prepares and distributes reports for the Athlete Assistance Program ( PSIAAP ) funds as per terms of reference set by the Ministry.
n. Collaborates with Enrollment Services to support selection process, communication and distribution of student awards in accordance with college policies and SOPs.
o. coordinates the delivery of technology for events (web streaming, media, AV set-up).

3. Continuing Education and Cost Recovery Programming.
a. provides information and guidance on continuing education program application procedures admission requirements, course selections and prerequisites, course dates, financial aid and grading policies to applicants.
b. supports learning and development by providing orientation to the Learning Management System ( LMS ), e.g., BlackBoard, troubleshooting, tracking and resolving student issues (e.g., outstanding grades).
c. Coordinates and invigilates exams, collects and summarizes evaluations and produces reports, certificates and distribution lists.
d. maintains the LMS e.g., Blackboard, by updating course materials, adding students, archiving student records, uploading and removing documents and identifying required revisions.
e. creates and updates course registration information in Banner, assigning course identification codes and liaises with Enrolment Services and Finance.

4. Communications and Marketing.
a. executes the communication strategies including providing feedback and recommendations on tactics and communication plan.
b. researches, creates, edits, and maintains written and visual content (e.g., press releases, articles, promotional materials, graphics, photos, videos, etc.) for various communications channels, e.g., in-person, web, social media and print.
c. ensures proper and consistent use of brand assets to comply with branding guidelines and align with an overarching communication strategy.
d. supports media initiatives and asset creation related to special projects.
e. liaises with coaches, faculty and other stakeholders to ensure communication, media and branding requirements are addressed in a timely manner.
f. contributes to the development of special event strategies (e.g., departmental conferences, athletics championships, recreation events).
g. prepares promotional material and packages including editing, content and style.
h. responsible for the design and implementation of collateral materials for all hosted events (signage, media guide, posters, logos, videos, websites).
i. provide support for media inquiries, asset requests, etc. (e.g., Photographs, images and logos).

5. Physical Wellness Facilities, Inventory & Information Management
a. oversees day to day operations of the physical wellness facilities (Fitness Centre, gymnasiums, movement studio, Athletic Therapist clinic) including maintenance, bookings, scheduling, equipment, supplies and inventory.
b. coordinates space and equipment set-up/take down for instructional use for Faculties, Athletics, Recreation, Continuing Education, and community programs.
c. performs inventory and maintains administrative supplies, course/program materials, promotional gear, uniforms and program equipment, and provides recommendations for purchases.
d. conducts regular inspections of all physical wellness facilities, facility equipment, and coordinates routine maintenance, repairs and purchases with appropriate college departments.
e. performs basic equipment maintenance and maintain service records of work performed or required.
f. collaborates with Sports Science Laboratory Technicians in scheduling and facilitating lab services for academic and non-academic groups.
g. Manages database, e.g., ActiveNet, Univerus, by liaising with internal stakeholders to maintain current student profiles, and community users.
h. establishes and maintains effective filing systems in accordance with college policy and SOPs.
i. collects, maintains, organizes and stores departmental related documents according to college policies and procedures, using College sanctioned tools, record management and security systems.
j. creates and maintains operational records and statistics, generating reports and distributing or uploading information to required and appropriate sources.

6. Compliance, Safety & Risk Mitigation.
a. liaises with appropriate college and external contacts to ensure adherence to college, departmental, municipal or sport governing body policies, protocols, processes or procedures.
b. ensures facilities, and/or equipment(s) are safe for individuals attending or participating in events or programs.
c. develops, communicates and ensures compliance of safety procedures, including facility and equipment use.
d. follows College Health & Safety guidelines & liaises with Campus Security regarding reporting and documentation for any accidents, incidents, injuries or security related matters that occur.
e. ensures compliance with fitness and sport body regulations, eligibility requirements and certification designation (e.g., Personal Trainer program).
f. administers risk management documentation to ensure compliance with the College risk management policies and procedures (Release of Liability, Waiver of Claims, Assumption of Risk and Indemnity Agreement, Volunteer Driver and informed consent forms).
g. liaises with Enrolment Services and Finance to prepare sport specific reports, e.g., Performance Based Tuition Scholarships, Grant-In-Aid, Female Apprentice Coaching Program, etc., to ensure compliance with applicable sport governing bodies.
h. delivers varsity sport events ensuring game, match and tournament protocols in accordance with the sport governing bodies.
i. liaises with Enrollment Services to complete Eligibility Reports for submission to sport governing bodies.
j. communicates with Head Coaches, student-athletes, and academic support services, as required to help student-athletes maintain eligibility requirements.
k. processes institutional tracer/transfer forms to ensure academic eligibility and sport participation.
l. monitors students’ enrollment status by performing credit enrollment checks as required to ensure eligibility compliance.
m. research, maintains relevant and current legislation, eligibility, accreditation and/or licensing requirements in relation to the sector and future employability for Continuing Education graduates.

7. Performs other duties as assigned.
a. liaises with Finance and Student Affairs and Services on college Activity Fees Opt-Out requests.
b. participates in departmental meetings providing updates as required.
c. other duties as assigned.

Supervision or Guidance Exercised:
Hires, trains and evaluates staff employees (auxiliary and student assistants) and contract employees.

Physical Assets and Information Management:
Maintains department and confidential student records & community user information, maintains communication channels & content, inventory management (equipment, supplies)

Financial Resources:
Signing authority as designated by the Director or Manager; monitors and maintains program and operational budgets; processes fee payments.

To Be Successful in this Role You Will Need

Required Knowledge, Skills and Abilities:
• Knowledge in one or more of the following areas:

• Sport Governing Bodies (Canadian Collegiate Athletic Association ( CCAA ), Pacific Western Athletics Conference ( PACWEST ) and Northwestern Athletics Conference ( NWAC )).
• Post-secondary varsity sport administrative policies, procedures and processes.
• Physical Wellness Programming ( BPRPA , NIRSA Fitness, Recreation, Intramurals).
• Continuing Education (Adult & Youth Programming) Administration.
• Fitness Centre operations.
• Communications, Marketing or Promotions.
• Excellent planning, coordinating, budgeting and organizational skills.
• Demonstrated proficiency with and knowledge of contemporary web-based communication applications, e.g., Content Management System ( CMS ), including communication platforms such as Twitter, Instagram, etc.
• Excellent communication skills including a good working knowledge of the English language (written and verbal).
• Demonstrated interpersonal and cross-cultural communication skills.
• Demonstrated ability to speak to small and large groups in informal and formal settings.
• Supervisory skills with the ability to hire, onboard, train, provide performance feedback and ensure employees follow procedures and meet deadlines.
• Knowledge of and proficiency in using databases and systems to enter and retrieve information (e.g., CRM , Banner, Blackboard, FAST , PeopleAdmin, Canadian Centre for Ethics in Sport ( CCES ).
• Working knowledge of budgeting, accounting and financial procedures.
• Experience developing, and implementing safety procedures for equipment, and facilities use.
• Knowledge and understanding of relevant college policies and standard operating procedures.
• Demonstrated Ability to:
  • Work independently under minimum supervision to meet deadlines and establish priorities.
  • Exercise initiative within a team and promote a positive work environment.
  • Respond effectively and diplomatically to enquiries or concerns from the public, students, partners and employees in any setting.
  • function effectively in an environment where confidentiality, sensitivity and professionalism are of primary importance.
  • critically analyze, reason, and problem solve.
  • Establish and maintain effective working relationships with internal and external stakeholders.
  • create reports and pull required data from Banner, CCES , CRM , including GPA and other relevant information.
  • use Microsoft Office applications (SharePoint, Word, Excel, Outlook) and other office software proficiently.
  • keyboard proficiency and accurately.

• Valid B. C. Driver’s license and access to a reliable motor vehicle or access to reliable transportation to accommodate activities at all campuses or other locations.
• Ability to work evenings, weekends and some holidays.
• Ability to travel occasionally (overnight) within Canada and the United States.

Link to Full Position Profile

Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.

Needs a Criminal Records Check

Needs a Criminal Records Check No

Open Date

Open Date 12/12/2024

Close Date

Close Date 12/18/2024

Open Until Filled No

Special Instructions to Applicant

Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by December 18, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Required fields are indicated with an asterisk (*).

• * Are you a current or former Douglas College employee/student?
  • Current employee
  • Former employee
  • Current student
  • Former student
  • None of the above
• * If you are a current/former employee/student, enter your ID number. (Type in N/A if not applicable.)

  (Open Ended Question)

• * If you are not a Canadian Citizen or Permanent Resident, do you currently have a valid Canadian work permit?
  • Yes
  • No
  • Not Applicable
• * If you have a valid Canadian work permit, please indicate expiry date and the type of work permit you hold. (Type N/A if not applicable).

  (Open Ended Question)

• * Please confirm that you will maintain residency in the Lower Mainland for the duration of your employment.
  • Yes, I confirm
  • No, I am not able to meet this requirement
• * How did you first find out about this employment opportunity?
  • Douglas College Careers Site
  • LinkedIn
  • Indeed
  • Social Media (Facebook, Instagram)
  • Personal Referral
  • Agency Referral
  • Professional Association Website
  • Colleges and Institutes Canada (CICAN)
  • Canadian Association of University Teachers (CAUT)
  • Douglas College CareerHUB
  • Career Fair or Other Hiring Event
  • Other
  • Glassdoor
• If you are a regular or auxiliary staff member of the College, are you currently on your probation/trial period at the College?Please note that Article 28.5 (a) of the Collective Agreement (BCGEU) states - "...regular employees shall not be eligible to apply for another regular posted position within their initial probation period...", and Article 28.5 (b) states - "...employees shall not be eligible to apply for another posted position within their trial period unless the posted position constitutes a promotion or results in a change from auxiliary to regular status...".
  • Yes
  • No
  • Not an employee