Athletics Coordinator

3 weeks ago

Nanaimo, Canada Vancouver Island University Full time

Duties:

The Athletics and Recreation Coordinator will play a pivotal role in managing the day-to-day operations of the Athletics and Recreation division, ensuring seamless coordination of finances, travel, and various events. This individual will be responsible for overseeing the logistical aspects of office functions, supporting special events, and facilitating smooth travel arrangements for Athletics and Recreation activities.

Travel Coordination

Coordinate travel arrangements for all VIU athletics sports teams, nationally and internationally, ensuring seamless logistics for the entire department. Book accommodations, vehicle rentals, bus charters, ferries, and flights for team travel. Develop detailed itineraries for each trip, ensuring all travel needs are met. Request and organize per diems for student-athletes during travel.

Financial Management

Manage and monitor up to 20 work orders in the Financial Information System (FIS). Process expenses and revenues, create and summarize reports for each work order, and advise on projected spending impact on the overall budget. Process department payables and receivables, reconciling weekly deposits for the Recreation team. Create purchase orders and collaborate closely with the procurement department to ensure accuracy and adherence to VIU policies. Process student-athlete scholarships and awards. Prepare sponsorships/donations received for the Foundation department. Complete approximately 30 contractors' service agreements annually and reconcile their invoices weekly.

Office Management

Manage day-to-day routine and unexpected office matters to support the department. Assist in the creation and execution of new and annual special events, tournaments, fundraisers, and award banquets. Schedule department meetings, including room bookings, meeting invitations, and minute-taking. Support applications and hiring processes for department staff.

Required Qualifications:

University degree from an appropriately accredited institution in an area such as Business Management or Sport Management. Minimum of 3 years of related work experience, with a focus on travel coordination and financial management.

Institutional experience in a relevant field. Knowledge of VIU and VIU Programs. Proficient in MS Office Suite, particularly Word, Excel, and Outlook. Strong organizational and multitasking abilities. Excellent interpersonal and communication skills. Problem-solving and troubleshooting expertise. Must possess a valid Class 5 BC Driver's License and have a confirmed satisfactory driving record. Ability to work evenings and weekends.

Preferred Qualifications:

Experience with university athletics or sport preferred. Familiarity with Active Net Software and VIU Financial Information Systems (FIS) is an asset.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

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