Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Coordinator, Varsity Sport
A-277
5231
6
Athletics & Recreation
Director, Athletics & Recreation
Last Reviewed:
June 24th, 2014
Job Purpose
Reporting to the Director of Athletics, the Coordinator, Varsity Sport coordinates all aspects of
the varsity program for varsity and club teams. The Coordinator contributes to the varsity
program by coordinating varsity athlete registration and eligibility; budget preparation and
monitoring; liaison with provincial and national sport organizations; development of team
schedules; arranging team travel; and game day event coordination. This individual also works
with the Director, Athletics & Recreation to assist in coaching development, fundraising and
sponsorship initiatives.
Key Activities
Varsity Coordination;
1. Works with varsity coaches regarding their programs and athletes to gather information,
and communicates University and departmental processes.
2. Checks all player eligibility, liaises with Registrar’s Office and coaches as required, and
ensures that reporting requirements and deadlines are met with respective sport
league.
3. Coordinates all statistical reporting and ensures compliance with OUA/CIS/OCAA sport
information requirements, deadlines and procedures.
4. Ensures that all logistics required for varsity home games are coordinated as required
and leads a team of student staff (set-up crew, announcer, writer, etc.) to ensure that
game set-up is completed as required, and the game is choreographed and run in an
efficient and entertaining way for fans
5. Ensure all game scores, stats and other detail is recorded and digitally submitted with
the appropriate software to the respective leagues, within two hours of the game
completion.
6. Coordinates the web casting of all varsity home games, including: working with student
staff and volunteers in filming and streaming, announcing all games.
7. Works with coaches and vendor to order new uniforms or varsity clothing to be
purchased by student athletes; acts as liaison between the varsity teams and the varsity
Job Number: A-277
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Last updated: July 25, 2014
clothing supplier; develops replacement schedule for uniforms.
8. Manages all Trent varsity team equipment and uniforms to ensure that they are clean
and ready for the coaches to pick up in a timely manner prior to games and practices.
Orders all varsity equipment as needed.
9. Coordinates team training camps, working with coaches and Conference Services to
arrange for accommodations, meals, and ensuring that field bookings are secured.
10. Coordinates varsity athlete orientation session at the beginning of each varsity season.
11. Ensures that drug education program takes places and monitors compliance to ensure
100% participation by varsity athletes.
12. Works with sports therapy provider to ensure that athletic support is available to all
teams for home and away games.
13. Works with the Director, the Athletic Recruitment Coordinator, and the Liaison Office in
recruiting student athletes to Trent.
Financial Management & Administration;
1. Working with the Director, monitors expenditures for the varsity program budget and
ensures compliance with University and Department financial policies.
2. Tracks expenditures for budgets for each varsity team fundraising account; tracking
expenditures and working with coaches to determine the appropriate allocation of
expenditures against these budgets (and upon approval by the Director).
3. Updates Coaching Handbook and Varsity Athlete Handbook, ensuring that all policies
are up-to-date.
4. Participates in the Athletic Advisory Council meetings.
5. Attends provincial and national sport organization meetings, as requested.
6. Works effectively with other departmental staff, providing support and assistance to
other members of the department in general as may be required from time to time.
7. Provides training and supervision of students to provide support for varsity coordination
(event staff; statistics; writer; photographer; web casting, etc.). Provides opportunities
for leadership development for these students and gives regular feedback/coaching and
evaluation.
8. Other duties as required and assigned by the Director.
9. Coordinates Financial Athletic Awards and Bursaries with the Director and the Financial
Aid Office and the Advancement Office.
10. Develops and ensures that all coaches sign an annual coaching contract that includes
University confidentiality agreement, Coaches Code of Conduct and Code of Ethics, and
a Criminal Reference Check.
11. Serves as the first point of contact for coaches, other universities and the leagues in
which Trent participates for all varsity business.
Communications & Media;
1. Ensures that the varsity website and other social media platforms (e.g. Facebook,
twitter) with relevant and timely information, including: team schedules, rosters, event
information, scores, writing game recaps, adding photographs, and player eligibility.
2. Ensures that media releases, game recaps, or other timely information is prepared for
and distributed to local media outlets for the varsity program. Acts as primary contact
for media inquiries about the varsity program.
3. Responds to requests for information from leagues, and other universities/colleges.
Job Number: A-277
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Promotion and Sponsorship;
1. Assists the Athletic Director in developing sponsorship strategies to increase support
and revenue generating opportunities for the varsity and campus recreation programs.
2. Works with Trent students, teams and groups to promote attendance at varsity events
and participation in campus recreation intramurals.
Student Leadership;
1. Recruits and trains student staff to support game day operations for the varsity
program.
2. Provides ongoing supervision and feedback to student staff to ensure that job
responsibilities are fulfilled.
3. Coordinates the Varsity Study Hall program to support academic success of student
athletes
4. Communicates with varsity student athletes to coordinates annual program review,
enabling all student athletes the opportunity to evaluate all aspects of the varsity
program.
5. Works with Trent University, Fleming College and other institutions in providing
internship opportunities for students in the operation of the varsity program, including
business, administration, retail, research, fundraising, event operations etc.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
Post-secondary diploma or degree in Sports Administration, Physical Education/Kinesiology.
Experience Required
-
Minimum 3 years’ of progressive work experience in coordinating a university or college
level varsity sport program.
Demonstrated knowledge and experience with a wide variety of sport rules and game
requirements with OUA/CIS and OCAA/CCAA sports; applying provincial and national
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Last updated: July 25, 2014
-
-
rules to determine player eligibility.
Experience in coaching and athlete development.
Intermediate level computer skills: Internet and Microsoft Office (Excel, Access, and
Word) required; experience updating and maintaining web pages an asset.
Must have excellent interpersonal, customer service and communication skills (both
verbal and written) and the ability to interact effectively with coaches, athletes, staff,
and external stakeholders.
Experience maintaining websites, and utilizing social media.
Sound financial management skills; experience in budget development and fiscal
responsibility.
Excellent organizational, time management and planning skills.
Proven ability to work independently.
Experience managing staff; experience hiring, training and supervising student staff.
Current Standard First Aid and AED.
Valid Ontario Driver's license (Class ‘G’ minimum) and access to a vehicle.
Criminal Record Check (dated within the last 6 months) will be required as a condition of
employment. This check is at the cost and responsibility of the applicant.
Ability to be flexible and adapt to changing situations.
Willingness and ability to work evenings, weekends, holidays and during scheduled
University closures is required. (Note: This position requires on-site attendance at
numerous athletic events, and the individual is required to work flexible hours according
to the event schedule, including frequent evening and weekends as required).
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Job Number: A-277
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Last updated: July 25, 2014
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
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Signatures - indicating that the job description has been read and understood:
Incumbent
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Immediate Supervisor:
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Department Head/ Dean:
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Signature:
Date:
Job Number: A-277
Page 5 of 5
Last updated: July 25, 2014