Coordinator, Youth Programs

OBJECTIVE

This position will support the operational, administrative, and member service deliverables for the club’s youth programs portfolio. This position focuses on ensuring accuracy and efficiency in program management processes, while also providing broad administrative, financial, and operational support to youth development departmental needs. The overall accountability for the position is to the Senior Director, Soccer Development.

SPECIFIC RESPONSIBILITIES

- Departmental Support

- Provide administrative support to the leadership team, including scheduling, preparing agendas, and documenting meetings.

- Support departmental communications and internal updates across the Youth Programs network.

- Support the organization, accuracy, and ongoing maintenance of departmental data to ensure reliable reporting and informed decision‑making.

- Assist with planning and execution of departmental projects and initiatives.

- Contribute to continuous improvement initiatives across the department by helping refine systems, policies, and procedures.

- Finance & Operations

- Manage and reconcile departmental credit card expenses and ensure accuracy of records. Track purchase order (PO) numbers and support invoice processing for Youth Programs.

- Support accounts receivable processes, including monitoring payments and outstanding balances.

- Assist the leadership team with financial reporting, budget tracking, and other financial administration tasks.

- Support the development and refinement of operational and financial processes, policies, and procedures to ensure consistency, compliance, and operational excellence.

- Payroll & Administration

- Manage payroll processes for Youth Development Coaches, including accurate entry, coding, and submission of hours.

- Liaise with Finance and Operations teams to ensure compliance with established timelines and policies.

- Support the review and reconciliation of payroll data, identifying and addressing discrepancies.

- Staff Onboarding & Database Management

- Coordinate onboarding for new Youth Development Coaches, ensuring completion of required documentation, background checks, and certifications.

- Provide new hires with access to systems, training materials, and resources.

- Ensure all staff are aligned with Whitecaps FC standards of professionalism and program delivery.

- Support the staff hiring and recruitment process, including job fairs.

- Maintain an up‑to‑date, accurate staff database for all Youth Development Coaches and sessional staff across the national network.

- Track professional certifications, contracts, payroll details, and compliance requirements and generate reports as required to support leadership decision‑making and program planning.

- Generate reports as required to support leadership decision‑making and program planning.

- Youth Programs & Events Support

- Assist with the planning, logistics, and delivery of youth development events and programming initiatives, including the Whitecaps FC Academy Showcase, jamborees, camps, clinics, and talent identification events.

- Support program registration processes and communications to staff, participants, and families.

- Apparel & Equipment Inventory

- Support the management and maintenance of Youth Programs apparel and equipment inventory.

- Support the distribution of apparel and equipment to staff, events, and program locations.

- Assist with apparel and equipment ordering and replenishment.

- Member Services & Communications

- Support the management of public email accounts and reply to all inbound general inquiries relating to camps academy centres and projects, including but not limited to program inquiries, refund requests, credit transfers, payment plans, scholarship inquiries.

- Support the Manager of Academy Marketing and Content with marketing initiatives and communications plans.

- Generate outbound email lists to support the promotion of programs as needed.

QUALIFICATIONS

- Post‑secondary education in Business Administration, Sport Management, or a related field.

- Legally authorized to work in Canada without sponsorship.

- Minimum 2–3 years of experience in administrative coordination, preferably in youth programming, sports organisations or a similar fast‑paced environment.

- Experience with financial administration, payroll processing, and operational support.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

- Strong understanding of financial processes including invoicing, expense reconciliation, and budget tracking.

- Exceptional organisational skills with a keen attention to detail and accuracy.

- Ability to manage multiple priorities and meet deadlines in a fast‑paced environment.

- Experience coordinating onboarding processes and maintaining compliance documentation.

THE CLUB

Vancouver Whitecaps FC is the longest‑running professional soccer club in Canada and the United States. Since its inaugural season in 1974, the club has united generations of loyal fans in British Columbia and beyond. With academies in eight out of ten provinces, a network of partner clubs, and hundreds of camps and clinics every year, Whitecaps FC provide a foundation for Canada’s soccer future.

We are also strongly committed to providing opportunities to Canadian athletes, both male and female, with the largest soccer development structure in Canada. This includes academy programs in eight of ten provinces across the country.

In addition to building a winning team on and off the pitch, the Club places great importance in giving back to our community, harnessing the power of sport to create a stronger, more equitable & inclusive society through three key community goals: helping meet critical needs, using soccer to build life skills and creating soccer participation opportunities in Indigenous communities.

Vancouver Whitecaps FC believes that diversity and inclusion is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. This includes but is not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact our People & Culture department.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

No recruiters or agencies, please.

“Within these walls, you are welcomed, accepted, and respected.”

Here, no matter who you are or where you come from, you are home. And you’re part of the team regardless of your age, sex, sexual orientation, gender identity or expression, race, marital or family status, disability, or religious belief or non‑belief. All we ask is that you be ethical and inclusive in all that you do. Be respectful of all players, fans, and staff, and remember to cheer loudest for the ones wearing the blue and white. Go ‘Caps”

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