Description
The Dinos Operations in the Faculty of Kinesiology is currently seeking a Full-time Regular Athletics Officer.
Reporting to the Associate Director, Athlete Services, the Athletics Officer is the primary contact and facilitator for eligibility, compliance, and scholarship services for Dinos varsity and club sports.
Dinos Athletics is a member of the regional association of the Canada West Universities Athletic Association (Canada West), which operates under the umbrella of the sport-governing body, U SPORTS. There are more than 450 student-athletes on 21 varsity teams within the department, who must meet and maintain academic and athletic compliance within the university and the above-mentioned organizations, as it relates to admissions, eligibility, scholarships and awards. Dinos Athletics administers over $1.5 million in athletic and provincial scholarships and awards annually to student-athletes.
The Athletics Officer oversees and manages systems and processes related to athletic and academic compliance, scholarships and awards, ensuring the Department of Athletics and student-athletes are in full compliance with the University of Calgary, Canada West and U SPORTS Policies and Procedures.
This requires a high level of expertise and a strong understanding of U SPORTS, Canada Westand University of Calgary policies and procedures (particularly as they relate to risk management, athletic and academic eligibility, scholarship and award regulations, and student admission policies).
The Athletics Officer works closely on a daily basis with senior administration, management staff, student-athletes, coaches, and a multitude of internal and external stakeholders, including Canada WestU SPORTS management staff, and demonstrates strong client relation and communication skills.
Must effectively deal with complex compliance issues using professional judgment and initiating resolutions; ensuring the integrity of Dinos Athletics and the University of Calgary is upheld. Inaccurate decisions, procedural protocol, advice, information or services would negatively impact the department and may have serious and possibly financial consequences to the department, student-athletes, and the university. Severe sanctions may be levied against the above-mentioned parties if compliance is not determined accurately.
Exceptional communication, leadership, negotiation and client services skills are essential. Highly developed organizational, analytical and problem-solving skills are necessary in order to continually improve work processes and practices of the department.
High degrees of confidentiality, flexibility, discretion and relationship building are essential. Strong decision-making is required for evaluation of compassionate appeals escalating to the various internal and external parties for hearings and rulings.
The Athletics Officer must manage extreme and constant deadlines as well as high stress levels during peak periods within the athletic season (August-March).A high level of concentration is essential.
Summary of Key Responsibilities (job functions include but are not limited to):
Compliance (Advising, Athletic & Academic Eligibility, Scholarships and Awards):
- Assist in planning, developing, implementing, evaluating and maintaining compliance-related policies and procedures including eligibility, code of conduct, risk management and FOIP
- Develop protocols, timelines and procedures ensuring coaches and student-athletes understand and adhere to strict deadlines in order to process and approve athletic and academic eligibility, scholarship and award documentation for sport-governing bodies, and to avoid monetary and non-monetary penalties associated with deadlines
- Responsible for staying abreast of internal and external policies and procedures related to compliance and ensuring consistent administration across the university. Specifically, keeps current on all U SPORTS and Canada West eligibility and Athletic Financial Award policies
- Advise coaches and student-athletes on eligibility and scholarship requirements and regulations, ensuring the department and student-athletes are aware of; and in full compliance with the University of Calgary, Canada West and U SPORTS policies and procedures
- Refers coaches and student-athletes to appropriate internal and external services (ie: Student Enrolment Services, Registrar¿s Office, Student Success Centre, Student Awards and Financial Aid, Canada West and U SPORTS), and act as a liaison to these services as required
- Track and monitor academic progress of student-athletes and ensure eligibility is compliant prior to each sport competition throughout the season as specified by U SPORTS and Canada West rules and regulations
- Monitor, identify, and notify student-athletes semi-annually, who are academically ineligible to compete on a varsity team; and determine the course of action required for them to become and to remain eligible for subsequent years
- Manage and approves all aspects of compliance, including athletic and academic eligibility (including annual eligibility certificates), compassionate appeals, doping control, eligibility verification forms, season-ending injuries, declaration of participation, letters of intent, player participation forms, Academic All Canadians, non-conference athletic contracts, scholarship and award nominations and reporting
- Prepare and submit eligibility interpretations to the Canada West Eligibility Review Officer when policies are unclear.
Evaluate and determine the validity of compassionate appeals going forward for submission to internal and external stakeholders for hearings and rules. Act as Dinos Athletics representative during an appeal process defending decisions relating to compliance - Facilitate collaborative project management within cross-functional departments; serve as the primary point of contact for student-athletes, liaising with the Registrar¿s Office, Enrolment Services, Student Award Financial Aid, and Student Success Centre to ensuring their successful application, enrolment and registration
- Responsible for ensuring the department has not exceeded the total value of athletic financial awards that any one student-athlete may receive per U SPORTS policy and reporting this back to the organization
- Reporting the academic progress of student-athletes to the Director of Athletics and coaches through university business systems
- Review and approve terms of reference for internally funded athletic awards
- Review and approve athletic and government scholarship nominations prior to submission to the Student Awards and Financial Aid Office to ensure compliance and optimal allocation of resources
Administrative:
- Assist with team travel for U SPORTS National Championships as required
- Assist with special events as required
- Review and approve co-curricular records for student-athletes
- Process coaching staff evaluations annually
- Establish and maintain accurate electronic and paper records regarding compliance as it relates to eligibility and scholarships
- Preparation and maintenance of educational content and communication materials as it relates to compliance including academic, athletic and scholarship materials
Qualifications / Requirements:
- A bachelor¿s degree in business, sport management, or equivalent
- At least five years experience in a sports organization, preferably at the post-secondary level, dealing directly with student-athletes and coaches
- A combination of experience, training, and education will be considered
- Exceptional familiarity with and understanding of U SPORTS and Canada West rules and policies related to eligibility and financial aid
- Exceptional organizational, time-management, communication (verbal and written) and interpersonal skills
- Exceptional attention to detail is crucial to the success of this role
- Ability to negotiate difficult situations and to build positive relationships with colleagues, clients and other stakeholders
- Experience with data collection, tracking, and reporting is an asset
- Highly proficient with Microsoft Office applications (Word, Excel)
- Extensive knowledge of university business systems (Peoplesoft, Synergize, Cognos, Enterprise Systems, and Electronic Student Files)
- Ability to deal with high volumes, high complexity of work and overloads with high stress levels, complex and multiple projects and priorities, all while maintaining extraordinary attention to detail
- High degree of confidentiality, flexibility, and discretion
- Ability to work autonomously and collaboratively, as required
- Ability to develop and interpret policies and procedures
- Ability to analyze and make recommendations and decisions
- Ability to set own and others¿ priorities and deadlines
- Strong systems focus
Application Deadline: April 11, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
