Sport Club Coordinator

Position title

Sport Club Coordinator

Volunteer or Employment?


Employer name

Christina Donnelly

Employer email address

Number of positions available



UBC Recreation - Sport Clubs

Organization website

Job/volunteer posting URL

Job description

Job Description:

Based out of the Student Recreation Centre, the program assistant is responsible for assisting with the development and delivery of UBC’s Competitive Sport Clubs Program (UBC Thunderbirds Sport Clubs).

The position directly supports 300 student athletes who compete for UBC as UBC Thunderbirds Sport Clubs (UBC TSC). Teams and athletes compete across the country and North America, thus requiring various supports in areas such as travel, safety, academics, finance, marketing, and communications, etc. The Sport Club Assistant Coordinator gains exceptional experience delving into areas of sport administration, student development and student services. The incumbent will receive training and hands on experience working in a large-scale institution and program that engages students, alumni and partners from various backgrounds. The Sport Club Assistant Coordinator is given the opportunity to develop skills and alongside the student-athletes and team executives in areas of leadership, communication, teamwork, administrative skills, critical thinking and problem solving, among others. This role provides skills and experience, which enhance and support students’ course work, professional life and helps student secure jobs in their desired field upon graduation. The incumbent will be given the opportunity to tailor their role with the Sport Clubs Office to fir with their career goals, passions and education stream.

The main job responsibilities are:

Day to Day Duties Relating to Sport Clubs
• Work in collaboration with Sport Club Coordinator & Sport Club Admin Team to support TSC teams in their academics, travel, marketing, communication, sponsorship and competitive seasons.
• Assist with communication and coordination of current and new club sport student executives through various channels and platforms.
• Data compilation and reporting as it relates to registration, team rosters, competition results, club activities and club policies.
• Processing Sport Club requests pertaining to finances and finance reports, academic concession, travel related logistics, equipment bookings, and other supports.

Training & Student Development
• Assist with the enhancement, creation and implementation of student leadership development curriculum in the context of resource guides, training documents, in-person training and workshops.
• Assist with the development and delivery of Executive Retreat: including training material, day-of logistics coordination and day-of execution.
• Assist with the delivery of training as it relates to Sport Clubs processes to Operations Student Staff (primarily based out of the Student Recreation Centre and New Life Building)

Marketing, Promotions & Communications
• Aid in partnership development and/or maintenance amongst faculty, campus resources and external partners for travel, insurance, sponsorship and funding where applicable.
• Organize or develop marketing plans, graphics material, processes, and procedures that could elevate the profile ad awareness of Sport Clubs teams.
• Coordinate materials, logistics and schedule for promotional opportunities at UBC and elsewhere.
• Develop communication calendar, templates and material for weekly and monthly communications via newsletters to student-athletes, executives and alumni.

Thunderbirds Sport Clubs Program Development
• Mainly project based work.
• Assist with the refinement and/or development of operational procedure and policy in UBC TSC. Research and analysis will be involved in the policy creation process.
• Streamline current registration and supporting procedures and consolidate into fewer processes and platforms to improve the student user experience while improving administrative efficiency.
• Enhance the efficiency of other administrative processes and procedures for staff and Sport Clubs executives – largely computer based.

Other duties as required
• Plan, assist & execute end of year celebration event & awards gala for 300 student-athletes.
• Support the Sport Clubs that host summer camps on campus.
• Assist with other UBC Recreation events as required.


Required and preferred skills are:
• Undergraduate or graduate student, potentially in kinesiology with a keen interest in sport administration, athletics & recreation, or student services and a passion for helping enhance the student-athlete experience.
• Are a full time student enrolled at UBC-Vancouver
• Excellent interpersonal and communication skills.
• Proven organizational skills, attention to detail & dependable.
• Ability to work with student-peers in a professional manner.
• Proven ability to multitask, prioritize and complete tasks in a timely manner.
• Demonstrated ability to work independently and in a team environment.
• Enthusiastic, responsible, team player.
• Strong Microsoft Office skills.
• Must be available during the week (Monday-Friday, 8:00 am – 6:00 pm) for scheduled shifts.
• An understanding of UBC AMS Clubs and/or UBC Athletics & Recreation an asset.
• First Aid and CPR/AED certification an asset.

Student Learning Components:

Competitive Club Assistant Coordinators will receive the following training:
• Orientation & training from the Sport Club Coordinator. This will include but is not limited to a high level overview of UBC Thunderbirds Sport Clubs, UBC Recreation and more specific training related to daily, monthly and yearly tasks & goals.
• Ongoing training and supervision is provided by the Sport Club Coordinator as well as the Director, Intramurals & Recreation.

Networking Opportunities Include:
• Experience interacting and supporting members of UBC Thunderbirds Sport Clubs (student-athletes, alumni, coaches, etc.)
• Experience working with and collaborating with governing bodies, provincial and national sporting organizations, etc.
• Working alongside peers as a team member of UBC Recreation.
• Working with staff from UBC Athletics & Recreation, Facilities, and other campus partners (Centre for Student Involvement & Careers, Enrolment Services Professionals, Development & Alumni Engagement, etc.)

Mentorship opportunities include:
• Working under the supervision of the Sport Club Coordinator, who will demonstrate and explain many aspects of collegiate athletics & recreation, sport administration and student services.
• General career mentorship from the Sport Club Coordinator, such as: professionalism, interacting successfully with staff and faculty, project management, conflict resolution, critical thinking, and advice about potential career paths.
• Learning how to resolve and ameliorate administrative processes by working alongside the Sport Club Coordinator.
• Honing in kills to be a contributing member of a student services and student development unit at the university level.

• Working closely with the Sport Club Coordinator on an ongoing daily basis.
• Weekly check-ins regarding progress, learning objectives and project management.
• Open channels of communications where questions, reflections & feedback are always encouraged.
• Scheduled opportunities for feedback and professional development including evaluations, goal setting & personal reflections.
• At the end of each term/year, the Thunderbirds Sport Clubs team will meet for discussion, a general debrief, acknowledgement of successes and to build out recommendations or suggestions for improvements to protocols and the sport club portfolio as a whole.

As part of training, students are continually learning best practice and the broader aspects of sport administration, student development and student services and the value of these pieces when it comes to the experience of competitive sport club athletes at the University.

Working with the Sport Clubs Office provides hand-on experience enhancing the learning experiences of students at UBC. The role directly relates to various real world jobs in the sports industry, in administration as well as in a post-secondary institution.

By the end of the work term, the Competitive Clubs Assistant Coordinator with have gained:
• Direct experience working in sport administration, post-secondary athletics & recreation, student development and student services.
• Ability to manage projects from start to finish while collaborating with various stakeholders.
• Increased confidence and leadership skills by providing direction to peers and staff members.
• Experience with large scale and small scale event planning for various groups.
• Facilitation skills for workshops, orientations, conflict resolution, etc.
• Effective time management skills by setting, managing and meeting deadlines. The ability to evaluate and prioritize urgent items.
• Marketing and communications skills. Developing and evaluating marketing plans, social media campaigns, evaluation of content and designed materials, etc.
• Significant experience with project and department finances including financial projections, reporting, processing etc.
• Experience developing platforms such as Share Point and web design through WordPress.
• Excellent skills with the Microsoft suite (Outlook, Word, Excel, PowerPoint), Adobe Suite (InDesign, Illustrator & PhotoShop).
• Experience ideating, planning and implementing strategic decisions and objectives to enhance student experience and development.
• Practice communicating and collaborating with various professional staff at UBC, students and peers, as well as UBC Thunderbirds Sport Clubs partners.
• Enhanced communication and listening skills. By being an active member of a team, communicating ideas effectively and clearly.
• Problem solving & critical thinking skills. The position provides the opportunity to be proactive and think critically, evaluating current processes and procedures.
• Analytical and creative thinking skills in order to solve issues quickly and in a timely manner in the event that an issues does arise.
• The ability to apply learned skills and experience in course work (sport marketing, administration, financial reporting, strategic thinking, critical evaluation, etc.) as well as managing time more efficiently, communicating and collaborating within groups, problem-solving proactively and focus to complete prioritized tasks.

Hours/time commitment

10-15 hour/week

How to apply

To submit an application please email your resume and cover letter to Christina Donnelly, Sport Clubs Coordinator at

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