Reporting to the Associate Director, Recreation and Active Living, the Program Assistant, Recreation and Active Living is a member of the Recreation and Active Living unit within Athletics and Recreation (A&R). The position provides administration and program delivery support to all members of the unit and will be called upon to assist with events.

As a member of the Recreation and Active Living Unit, the incumbent supports the campus and department vision of advancing, encouraging, and supporting a culture of wellbeing for all who live, learn, and work at Queen’s University. Queen’s has adopted the Okanagan Charter and is implementing the Queen’s Campus Wellbeing Framework that will act as inspirational and informative foundations for our programs, services, and supports to enhance active living pursuits, inspire leadership, foster a sense of belonging, and facilitate and impact student and participant success, health, and wellbeing.

Note: This position will require the incumbent to support and work frequent evenings and weekends, according to program and area needs

KEY RESPONSIBILITIES:

• Promote a culture of service and inclusion that embodies A&R values, with a commitment to the university’s equity, diversity, accessibility, and inclusion initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identities

Unit Program Delivery and Administrative Support

• Provides administrative and communications support to all members of the Recreation and Active Living Unit; this includes supporting staff and program leaders by preparing materials (copywriting, proof reading, creating active living and healthy campus promotional materials and digital content, creating and updating program content and information the A&R website, social media, etc.), preparing, and executing program registration functions, answering questions, looking up information, providing clear direction and making appropriate referrals
• Using recreation management software (i.e., Innosoft FUSION, IMLeagues, QAthlete/Q Rec Clubs) to assist in building, developing, processing program registration, system updates, registration reports and communications, point of sales and membership types
• Provides friendly and responsive service, on the phone, electronically, and in person, including assistance with monitoring and responding to social media queries, preparing and administering e-mail communications, and some on-site delivery support
• Assists casual student/program staff with department processes, records, experiential learning and outcome tracking and records, payroll support, and onboarding and training support
• Other duties as assigned

Sport Club Program Assistance

• Assist the Coordinator, Sport Clubs in Sport Club operations, including liaising with coaches, student-leaders, and program participants, routinely attending/auditing club events (practices, competitions, events, etc.), and responding to coach, student-leaders, and other inquiries in a timely fashion
• Provides support and assistance in program registration processes, including coaching contracting and onboarding, student-athlete eligibility and coach/athlete education processes which may include the delivery of department education material to teams and clubs
• Work with the members of the Finance Unit to ensure that all financial transactions follow University and department financial policies and procedures, that payroll dates are met, and that proper procedures are followed for ordering product and issuing/reconciling petty cash
• Assist the Coordinator, Sports Club in the development and maintenance of standardized club assessment criteria, standards, policies, elevation and demotion criteria and related entitlements.
• Assist with monitoring and maintaining an accountability framework to evaluate club performance against approved targets. Collecting data for use in the annual/quadrennial sport report card process
• Assist in the development of resources, registration, and communication material that clearly articulates all criteria, policies, expectations, and deadlines for club sports
• Assist with Sport Club (Varsity Club and Recreation Club) departmental activities (e.g., Tri-Colour open house, Colour Awards, Athletes Welcome, etc.), coaches/leaders and student-athlete communications