Program Associate Job at University of British Columbia
University of British Columbia Vancouver, BC
$4,341–$6,254 a month
Staff - Non Union
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
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 both employed hourly staff (officials) and volunteer staff (student staff administrators). This position provides supervision of over 100 paid and volunteer staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one year of professional experience, or the equivalent combination of education and experience.
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Athletics and Recreation, Level A
Job Title
Program Associate, Intramural League Sports – Programming & Officials
Department
Intramurals | Athletics and Recreation
Compensation Range
$4,341.17 - $6,253.75 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
June 1, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
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 the day to day administration of the Intramural League Sport program area, specifically but not limited to; League Programming & Officials. Responsibilities include leading on the overall league schedule structure and facility use (Winter, Fall & Summer); providing leadership in the hiring, training, mentorship, evaluation and recognition qualified officials & administrative student staff; support the coordination of recruitment and marketing efforts and the continuous ongoing evaluation and implementation of game play rules, policies and procedures that support safe, equitable and enjoyable league competition.
This position (in cooperation with the Program Associate, Intramural League Sports – Operations & Communication) is primarily responsible for administration associated with responding to incidents occurring within the Intramural League Sport Program. 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 (in cooperation with the Program Associate, Intramural League Sports – Operations & Communication) is primarily responsible for administration associated with responding to incidents occurring within the Intramural League Sport Program. 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
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Works in collaboration with the Program Associate, Intramural League Sports – Operations & Communication to plan and implement a diverse offering of both competitive and recreational (just for fun) League Sport programs including (but not limited to) the continued development of ongoing and/or new programs.
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Oversees ongoing development and implementation of policies and procedures governing game play; game level incident management, response and reporting; Officials game tracking and payroll.
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Specifically, oversees and makes ongoing adjustment to official league Rules of play; ensuring to keep pace with sports standards and adaptations pertaining to acceptable university play.
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Responsible for the ongoing planning, coordination and regular communication with facility coordinators as pertaining to facility use, dates of play, rental agreements & payment.
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Responsible for ongoing fiscal management and planning of officiating and facility rental budgets to ensure both payment and projections are accurate.
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Leads on ensuring all online (WordPress) content is kept up to date and functioning, including but not limited to;
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League Rules of Play, Policies & Procedures, Officials Recruitment and Training Resources
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Oversees the management, purchasing of and upkeep of league officiating equipment including but not limited to;
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General and specialized officiating equipment, uniforms
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Manages all officials’ communications strategies and information including but not limited to; required training programs, rule of play and policy updates.
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Responsible for the contributions to, and at times, the development and implementation of assessment tools to ensure officials satisfaction of program offerings.
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Contributes to the effectiveness of current programming and makes changes or improvements as necessary.
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Generates new programming ideas and initiatives that will further the expansion of the league sport program and meet the of the campus community.
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Supports, as required, other programmers and programming with Intramurals & the department of Athletics & Recreation.
STAFF MANAGEMENT
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In coordination with the Program Associate, Intramural League Sports – Operations & Communication, the incumbent is responsible for the hiring, onboarding training, and supervision of a group of qualified student administrators.
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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.
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Working in coordination with the Coordinator, Intramural Student Engagement, takes a leadership role in the oversite of league officials including; recruitment, hiring, & onboarding and evaluation;
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Liaise with the other department staff to ensure that all roles are hired, appointed, re-appointed within UBC Workday.
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Oversees and maintains regular working relationships and interactions with student administrators overseeing officials and program scheduling within individual league operations.
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In cooperation with all Intramural professional staff colleagues, plans and delivers specific in-service training, retreats and orientations for student staff administrators.
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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
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Attend regular weekly meetings with Intramural Program Manager, Event/Student Engagement/Social Media & Digital Marketing Coordinators & Intramural Program Development
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As required attend scheduled staff/committee meetings/training
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Local and Department Health & Safety Meetings
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Departmental Training/Meetings
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Annual Department Celebration/Enhancement
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Attend all orientation, training sessions, recognition & award ceremonies
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As required, extended on-site Intramural program delivery – including regular evenings and weekends.
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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 both employed hourly staff (officials) and volunteer staff (student staff administrators). This position provides supervision of over 100 paid and volunteer 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
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Professional working experience within leagues sports, university recreation, or as a Recreational Programmer is preferred.
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Officiating background is preferred including experience with coaching and mentoring emphasizing growth and development.
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Strong knowledge of current trends in league sports, university recreation and Intramural programming, including both just-for-fun and competitive programming.
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Knowledge of the principles and practices involved in league scheduling and game play.
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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.
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Strong supervisory and staff management skills required.
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Ability to deal effectively and courteously with staff, public, and university colleagues.
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Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.
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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.
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Demonstrated conflict resolution skills.
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Passion for sports, student development, particularly in the context of university recreation.
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Computer experience and working knowledge and skill with Microsoft Office is required.
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Previous experience with Workday and XplorRecreation software is an asset.
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Must be able to lift, move or carry objects of up to 50 lbs.
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Valid BC Class 5 driver’s license including safe driving record, or Canadian equivalent required.
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Valid First Aid Certification – Standard First Aid or Higher is an asset
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