Manager, High Performance Team Operations and Compliance - Queens University

Reporting to the Director, High Performance Sport (Director) this position provides leadership, planning, coordination, and delivery of operational and logistic support to varsity teams conducive to creating a safe and inclusive environment where varsity stakeholders can adequately pursue excellence. The incumbent works collaboratively with all members of Athletics & Recreation (A&R) team and staff across the Division of Student Affairs, in the league offices and at other U SPORTS and Ontario University Athletics (OUA) institutions in the execution of their duties.

The role focuses on four principal areas: 1) operational/ logistical leadership and support for varsity teams and coaches based on annual training and competition schedules, 2) oversight and compliance with U SPORTS , OUA and other sport organizations policies and regulations for varsity teams and clubs participating in sanctioned competitions, 3) managing annual financial, facility and human resource requirements in compliance with A&R policies and procedures and 4) supporting the planning and implementation of a range of events (i.e. OUA seasonal play, play-offs and U SPORTS Championships, Color Awards, Camps) and initiatives requiring extensive collaboration with a broad range of internal and external constituents.

The successful candidate must value diversity of experiences and perspectives and will play a significant role in supporting and enhancing A&R’s Safe Sport, I-EDIAA and community building efforts, actions, and initiatives.

The position requires independent and collaborative decision-making, responsible and personal initiative, an understanding of the university and university sport environment and the ability to work flexible work hours, including evenings and weekends according to program needs as required.

View full job description on our Careers webpage.

KEY RESPONSIBILITIES:

• Promote a culture of service and inclusion that embodies A&R values, with a commitment to the university’s I-EDIAA's initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identities.
• In collaboration with the Director, plans, develops and implements annual and long-term strategic planning, budgeting, workforce planning, coach/employee selection and day-to-day operations of the High Performance (HP) sport unit. Develops, monitors and evaluates all high-performance sport budgets including budget preparation, monthly and quarterly financial reviews; providing deviation reports, working closely with the Associate Director, Finance and Administration (or designate) on all aspects of budget, analysis, purchasing, financial management and reporting for all high performance operating and team accounts. Participates in the integration and implementation of strategic recommendations and new opportunities.
• Oversees the planning and responsibility for sport operations and logistics to support elements of the sport plans on an annual basis, including scheduling (competition, travel and facility), equipment/technology acquisition, team reserve planning, booster club support, etc. Develops and prepares updates, reports and performance summaries based on established targets and KPI’s.
• Provides budget and financial analysis on High Performance and Varsity Sport Operations Unit budgets including monitoring and implementation of financial transactions and reporting.
• Acts as a OUA/U SPORTS liaison and networks with the league organizers and other institutions on sport-related (i.e. scheduling), league administration (i.e. rules and regulations) and compliance matters (data submission, regulations, motions, appeals, etc.).
• Manages the Athlete Information Management System (AIMS) and its related components (i.e. Q Coach) providing leadership and oversight for annual reviews, updates and system up-grades; coordinating with various staff teams as required.
• Assumes administrative responsibility for the coordination of the high-performance coaching staff, working closely and collaboratively with the Director and the Manager, Human Resources to determine standards, certifications, forms, and documentation required for participation (contracts, budget validation on salary payments, orientation materials, CPIC and VSC, certification and training records [anti-hazing, concussion, safe sport, etc.). Oversees the planning and delivery of coaches meetings, conducts orientation sessions for all part-time coaches. Provides input to performance evaluations, reviews and professional development opportunities.
• Oversees sport and student-athlete OUA, U Sport and University eligibility participation and compliance requirement, including implement investigative processes and appeal submissions. With oversight, creates a collaborative work environment with the unit’s Athlete Service Coordinators to support student athlete recruitment, retention and leadership development. Unit operational contributor to the A&R Non-Academic Misconduct (NAM) policy and procedures and is responsible for the oversight of the investigative, procedural and decision-making processes required for the implementation, coordination and facilitates NAM training for A&R staff. Contributes to annual review and updates of all policy and procedure documents and liaises with the Student Conduct Office on matters related to student-conduct and discipline.
• Maintains up-to-date knowledge on emerging trends, policy development, sport culture, research best practices in delivering programs that impacts student-athletes and coaches. Communicates and liaises with professional organizations (OUA, U SPORTS, NSOs, etc.) and peer institutional colleagues to expand and enrich student-athlete development and experience (at Queen’s and across the sector). Participates in relevant professional development seminars and conferences.
• Collaborates with A&R staff, colleagues from Queen’s and other institutions, and represents A&R as the subject matter expert to facilitate the processes, procedures and tools required to maintain up to date repository of university, departmental and Sport regulated policies, procedures and information management requirements to support the effective operations of varsity teams and clubs.
• Participates in planning and coordinating staging of various activities and events hosted by the unit or department (exhibition tournaments, Championships, athlete recognition, etc.)
• Other duties as assigned by the Director.

Resource Management

• Participates in and contributes to meetings with regards to strategic planning, budget and human resources issues.
• Manages, collaborates and coordinates Varsity Team operational requirements for uniforms/apparel, athletic equipment purchase orders and facility request (both on and off-campus) by Coaches and Staff for training, competition.
• Prepares and presents annual reports for multiple internal audiences, analyzes data, recommending changes/enhancements to programs and/or new resources for continued improvement.
• Manages the monitoring, implementation (including financial transactions and sport specific templates) and reporting of the approved High-Performance and varsity team sport operations budget.

Human Resources

• Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Supports and manages performance with the Director of staff and coaches by establishing performance standards, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses, and resolves employee/labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
• Creates a positive, welcoming, and inclusive environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated.
• Undertakes other duties as assigned.

REQUIRED QUALIFICATIONS: (consideration may be given to an equivalent combination of education and experience)

• University degree, preferably in Physical Education and/or Sport Management.
• Previous work experience (5-10 years) in sport management, program management or equivalent.
• Experience working with coaches, student-athletes and sport experts, who are in and/or who support the 18-25 age demographic within a high performance provincial, national, international sport environment.
• Extensive knowledge of team annual planning and logistic and/or league operations coordination.
• Consideration will be given to an equivalent combination of education and experience.
• Awareness and appreciation of cross-cultural issues and practical/theoretical experiences of I-EDIAA.
• Strong understanding of how sports and athletics impact the student experience and the role athletics and recreation have in healthy communities
• • Extensive familiarity dealing with sport organizing structures (i.e. OUA, U SPORTS, etc. provincial/national sport organizing) on all levels of eligibility, rules, policies, and regulations and trends impacting sport.
• Demonstrated supervisory experience with the ability to motivate and lead employees.
• Demonstrated experience working in a managerial capacity with the ability to motivate and lead a broad range of employees.
• Knowledge and understanding of the sport culture and environment within a University, provincial or national sport environment is an asset.
• Satisfactory Criminal Records Check with Vulnerable Sector Screening Check required.

SPECIAL SKILLS:

• Excellent administrative, organizational and planning ability, including presentation skills.
• Well-developed written and oral communication that elicits and fosters trust and builds strong and collaborative relationships with a diverse group of people, internal and external to the university.
• Strong customer service orientation with a demonstrated passion for the university and its people.
• Strong interpersonal skills, creative-thinking and the ability to work in a team environment.
• Advocates the core values of integrity, inclusivity, accountability, collaboration, and service.
• Demonstrates commitment to fostering a diverse and inclusive work environment where there is mutual respect and collaboration across all teams.
• Well-developed written and oral communication that elicits and fosters trust and builds strong and collaborative relationships with a diverse group of people, internal and external to the university.
• A high degree of independence, resourcefulness and initiative with respect to program design and delivery.
• Ability to effectively manage change effectively.
• Ability to analyze complex situations and determine the appropriate course of action to reach a resolution, using appropriate discretion, sound professional judgement and solid decision making.
• Must be service-oriented and be capable of effectively dealing with a wide variety of constituents.
• A leader who will encourage an organizational culture that is safe, welcoming, inclusive and considers the whole student and their diverse identities, perspectives and experiences.
• Familiarity with the principles of ethical sport and fair play, academic success and holistic student-athlete leadership and development.
• Ability to work well under pressure.
• Respectful of the need for confidentiality and professionalism.
• Computer and office skills, including advanced use of MS Office required.

DECISION MAKING:

• Makes daily operational decisions and determine appropriate resolutions.
• Determines allocation of work and resources to ensure smooth delivery of services and program.
• Makes recommendations to the Director and/or Executive Director regarding issues that impact student-athletes OUA/U SPORTS athlete eligibility and compliance.
• Through analysis and observation, determines appropriate procedures and decides how modifications should be proposed and implemented, if necessary.
• Determines strategy and methods for maintaining strong and positive working relationships, including identification and engagement of appropriate stakeholders and partners.
• Develops and recommends budget allocations related to programs and services; through analysis and monitoring of the budget, makes adjustments as required.
• Decides on most effective method of achieving goals and objectives within available resources.
• Determines the appropriate content and tone of proposals, briefs, and reports written for academic and administrative stakeholders.
• Determines when situations warrant consultation with the Director or Executive Director.
• Evaluates job candidates and makes effective recommendations on suitable hires.
• Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.
• Decisions on prioritizing one’s own duties and responsibilities.