Clubs Manager

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Internal Posting Deadline is September 18, 2025 at 11:59pm.

Job Description:

Primary Purpose

The Clubs Manager is responsible for ensuring the effective development, coordination and day to day management of the WUSA Clubs System for the University of Waterloo. The Clubs System consists of over 180 student clubs on campus, with 10k+ in students participating in club events and programs. This position will work in partnership with all stakeholders, on and off campus, related to WUSA Club operations. The Manager is responsible for providing support and resources to ensure successful coordination and execution of club events.  This position will also provide leadership to build working relationships to better meet the extra-curricular needs and expectation of students, thus contributing significantly to student life on campus. 

Key Accountabilities

Clubs Management & Administrative Support

• Provide day to day management oversight for the WUSA Clubs System of 180+ student clubs
• Ensure compliance with policies and procedures related to club operations as outlined by WUSA, the Occupational Health and Safety Act of Ontario, the Alcohol Gaming Commission of Ontario, and the University of Waterloo
• Provide resource support as a member of the Internal Administration Committee to provide continuity and to support and implement committee initiatives
• Maintain resources for clubs including website content, club manuals, and event forms
• Ensure maintenance, privacy and upkeep of clubs' memberships, lists and incident reports
• Research and analyze the club systems across various post-secondary institutions and student unions to identify and implement best practices to ensure continuous improvement and growth
• Ensure the integrity and efficiency of the WUSA Clubs System and relevance using a variety of assessment tools

Volunteer and Event Management

• Hire, train, and support a termly Clubs Support Team of volunteers dedicated to providing support to all WUSA clubs
• Undergo appropriate assessments for risk and liability, finance and budgets, logistics, and stakeholder involvement for all events (3000 events per term)
• Act as a staff resource to all Club executives for event planning advisory or program development
• Provide mentorship to Club Executives on goal setting/planning and successful program delivery
• Plan and implement interdepartmental initiatives that promote and enhance the Student Engagement portfolio (Clubs, Services, Special Events) such as the Termly Clubs Day
• Provide guidance and solutions to any volunteer/personnel issues that may arise
• Responsible for the termly WUSA Campus Life Awards

Budget Supervision & Resource Management

• Developing and managing the annual Clubs System operating budget of $100k+
• Financial supervision and budget planning for each Student Service
• Managing the space and storage facilities for system ensuring that clubs can access resources required for successful delivery of their mandate
• Managing and safeguarding the shared system inventories of equipment and supplies
• Reviews all cheque requests to ensure accuracy, appropriateness of expense and signing authority approvals
• Ensure all clubs finances are accurate and their spending compliant to the Club guidelines
• Oversee the management and maintenance of club space including: The Clubs Community Centre, resource rooms and club locker storages.

Relationship Management

• Liaise with all university departments and community partners to ensure clubs have all accessible resources available to them
• Serve as the student voice to all club matters pertaining to WUSA and university matters
• Ensure the existence of an open communication channel between WUSA and each WUSA club

Research and Analysis

• Research and analyze the club systems across various post-secondary institutions and student unions to identify and implement best practices to ensure continuous improvement and growth
• Liaise with counterparts at other universities for continued support and WUSA club compliance
• Ensure the integrity and efficiency of the WUSA clubs system and relevance using a variety of assessment tools

Required Qualifications

Education

• Post-secondary University education in Recreation or in a related field

Experience

• 2 years previous work in a student-focused university environment
• 2 years Business administration and human resources experience
• 1 years demonstrated experience in conflict management (i.e. mediation, de-escalation, etc.)

Knowledge/Skills/Abilities

• Ability to work independently and effectively manage complex situations with a high level of sensitivity, discretion, and diplomacy in mind
• Working knowledge of world religions and cultures an asset
• Strong volunteer management, specifically within a large number of volunteers that change regularly
• Strong event management and budgeting skills
• Ability to effectively identify, mitigate and manage risk
• Outstanding customer service skills
• Strong organization management and resource optimization skills
• Experience with strategic planning
• Experience with project management
• Intermediate knowledge of MS Office 365 Suite, manage database records and use web-based applications, social media

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at  or , ext