Associate Director

Department:

Athletics and Recreational Services

Effective Date:

December, 2008

Grade:

USG 13/14

35 hr/wk

Reports to:

Director of Athletics & Recreational Services

General Accountability

This position is accountable to the Director of Athletics for the achievement of the long range strategic planning as well as the day-to-day implementation of the interuniversity programs within the Department of Athletics. In addition to providing oversight for the interuniversity program, the Associate Director contributes to the overall strategic planning for the entire Department of Athletics and Recreational Services in collaboration with the Director, Athletics and Recreational Services. In the absence of the Director, Athletics and Recreational Services decision making authority within the Department of Athletics for interuniversity sport falls to the Associate Director. The Associate Director is a voting member of the Canadian Interuniversity Sport (CIS) and Ontario University Athletics (OUA) - the two governing bodies of interuniversity sport. These bodies determine athletic scholarships and awards, schedules, standards, discipline, regulatory policies and compliance.

Nature and Scope

The Associate Director supervises 7-full-time coaches, 1 full-time athletic therapist, 1 full-time communications co-ordinator, and approximately 75 part-time coaches from the community. In addition, numerous co-op students and contracted part-time students are supervised or directed by the Associate Director. For example, this includes a Sport Management co-op student, and four Interuniversity Sport Coordinators responsible for game-day operations and business management in football, basketball, hockey, and volleyball. The Associate Director works closely with other senior managers including the Manager, Campus Recreation; the Manager, Marketing; and the Manager, Facilities.

The Associate Director must have very strong skills in supervision, communication, negotiation, problem solving, leadership, financial management, and strategic planning. In-depth knowledge and understanding of the governance, policies, and the procedures of the provincial (OUA) and national bodies (CIS and other national sport organizations) is essential as well as a complete understanding of compliance procedures affecting 31 interuniversity sports and approximately 580 student-athletes.

The business of this portfolio is on several levels: the University of Waterloo policies and procedures, Ontario Universities Athletics (19 Universities) and Canadian Interuniversity Sport (52 members). The work of the Associate Director is to ensure that all regulatory requirements are met on behalf of the University. The incumbent will provide leadership to the respective sport groups, including coaches and athletes, to ensure a positive and motivating environment within the unique culture of each sport and the philosophy of the Department and the University.

The activities of long-term planning, business-related activities specifically regarding the budget process, and securing coaches falls into this portfolio. Strong collaboration and leadership with the other Managers within the Department is essential, including Campus Recreation where a complete of understanding of scheduling and operations is essential as this impacts interuniversity scheduling and operations. The Associate Director is responsible for all operations involved in managing each of 31 interuniversity sports including : team budgets (including ongoing tracking and disbursement alumni trust accounts), game-day operations, facilities scheduling, therapy services for student athletes, travel arrangements, human resources management and leadership, league compliance obligations, student-athlete orientation for 580 student-athletes annually, and strategic program development and evaluation. The Associate Director in carrying out these duties also has an obligation to ensure appropriate risk management.

All services that impact the student-athlete and coaches are led by the Associate Director. This includes a diverse number of services including: Academic All Canadians, All Star recognitions, Awards Banquets and all other major celebratory receptions including an annual Athletics Gala Banquet attended by over 500 individuals.

The Associate Director plays an integral role in the cultivation and stewardship of athletics alumni, servicing sponsor and other business relationships, and developing community relationships that enhance the program presentation and student leadership opportunities.

This is a highly accountable position with significant decision making authority that requires extensive interaction and leadership both within the University environment as well as in the external sport community including local community sport, provincial, and national bodies where membership and leadership on committees is required. Superior leadership skills and facilitation skills are critical to the incumbent’s success in this role.

Statistical Data

Budget oversight of $830,000 for interuniversity sport programs (this figure excludes full-time salaries)
Annual awards disbursement of $100,000
More than 80 fund designations for donations, including award trust accounts to manage
Supervision of 7 full-time, and 80+ part-time staff, requiring highly technical and specialized sport knowledge.
Knowledge of extensive facility space and operations including 326,000 square feet of indoor athletic/recreational space, and 90,000 square feet of outdoor space which operates within a 17-hour service day, seven days a week.
Over 2,000 student-athlete therapy visits/year.
Working relationships with 19 OUA participating members, and 51 CIS participating members as well as professional staff in the OUA and CIS league offices.

Specific Accountabilities

In the absence of the Director, Athletics and Recreational Services decision making authority within the Department of Athletics for interuniversity sport falls to the Associate Director.
Directly supervises 7 full-time coaches, 1 full-time athletics therapist, and 1 full-time communications coordinator.
Responsible for the recruitment, hiring, mentorship, evaluation, and oversight for approximately 75 part-time coaches.
Provides functional direction to: the Manager, Marketing; Publications Co-ordinator; and, athletics facilities staff pertaining to team promotion, marketing, sponsorship, fundraising, branding, and the execution of responsibilities around game-day operations.
Oversees all game-day operations, including the direct supervision of 4 contract game-day coordinators. Develops business plans and procedures related to game-day operations for ticketed (“gate”) sports.
Ensures appropriate risk management procedures related to the Department’s therapy services, travel arrangements, and game-day operations.
Strategic planning and day-to-day program management for 31 interuniversity sports, including human resource management, budgeting, travel, communications, fundraising policy adherence, sponsorship policy adherence, and conflict resolution.
Provides broad delivery of services, information, and support to approximately 580 student-athletes including orientation sessions, leadership opportunities, and information about compliance procedures and athlete administration (e.g. doping/drug education, eligibility requirements, etc.). This information has a critical bearing on each athlete’s ability to compete in sanctioned OUA and CIS competition. In servicing student-athletes, the Associate Director works closely with internal stakeholders including Counselling Services, Registrar’s Office, Student Awards and Financial Aid Office, among others.
Works collaboratively with the Manager of Campus Recreation and the Manager of Business and Facility Operations in facility scheduling and overall program collaboration where efficient delivery of services to multiple stakeholders is essential.
Provides leadership in the strategic planning for the entire Department of Athletics and Recreational Services.
Manages and tracks disbursements for Athletic trust accounts, including Athletic Financial Awards working closely with the Student Awards and Financial Aid Office. Ensures compliance with OUA and CIS regulations regarding awards.
Represents the University of Waterloo, providing leadership on external committees of the OUA and CIS.
Maintains important external business relationships with suppliers and partners.
Cultivates and stewards relationships with alumni, and provides leadership in the planning and implementation of special alumni events and activities (including Chairing the Women’s Excellence Fundraising Breakfast, and serving as a member of the President’s Golf Tournament organizing committee).