Competitions Coordinator,Olympic Oval, Faculty of Kinesiology at the University of Calgary

Position Overview

The Olympic Oval in the Faculty of Kinesiology is currently seeking a Full-time Regular Competitions Coordinator.

This position reports to the Olympic Oval's Associate Director Sponsorship and Events, and will work with the High Performance Competitions Coordinator to deliver a world class event for every speed skating competition or race held at the Olympic Oval, in both long track and short track.

This position is responsible for the overall coordination, organization, successful execution and delivery of all varying levels of competitions, from the beginning to completion stages including administration, technical requirements, and post-event assessment. This position also provides leadership and serves as the technical liaison to ensure successful delivery of events for various partners (AASSA, CSSA, SSC) who host speed skating events in the facility.

During peak competition season (October-March), volume of work increases substantially, with approximately 30 speed skating competitions held each season, therefore this position involves a variable work schedule, including evening and weekend hours, and some overtime.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Administration

  • Develop and adhere to budgets ensuring budget targets are met

  • Foster positive working relationships with staff speed skating competition stakeholders including the athletes and coaches, and volunteers of provincial branches and clubs

  • Complete pre-event administration such as the development of event packages, assisting guest services with skaters entering events, communicating with host clubs and participants, acquiring host hotels, preparing required equipment, development and submission of event set-up sheets, along with all logistical planning
  • Research and determine grant availability, complete and submit applications
  • Perform on-site event administration duties such as equipment set-up, provide technical information to communications department for media releases and social media updates
  • Review and input of competition entry forms
  • Development and distribution of competition announcements and entry forms to the web and online registration system by appropriate deadlines
  • Coordinate registrations and payments for each competition in collaboration with guest services
  • Work with marketing department to ensure appropriate marketing and publicity for each event
  • Develop practice schedule for each competition, and communicate in a timely and appropriate mode (email, web, hard copy) to the officials, coaches, and competitors
  • Recruit and schedule all technical (on ice) volunteers for events
  • Prepare competition set up sheets for the Operations department within required deadlines
  • Liaise with applicable partners for competition sheets for the Operations department
  • Collect and distribute competition equipment
  • Book paramedics, doping control officials
  • Chair and attend meetings as appropriate for each event
  • Work with volunteer coordinator to schedule technical volunteers for each event, ensuring appropriate Officials Certified level for each position is met
  • Ensure that continued training and education in all technical aspects of speed skating events (i.e. new software, timing systems, display and communications of results)
  • Ensure competitions manual is updated as necessary and kept current with best practices, protocols, sanctions and regulations under SSC and the ISU

Technical/Competition

  • Provide mentorship to the competition coordinator of speed skating events at the provincial and club levels

  • Develop a work schedule for the execution of key areas and tasks for each competition including the planning/deployment of manpower, volunteers, and logistical resources

  • Determine race schedule and communicate in a timely and appropriate mode (email, web, hard copy) to the officials, coaches, and competitors
  • Review race schedules and provide leadership to various partners (AASSA, CSSA, SSC)
  • Ensure equipment is tested and in good working order prior to each competition
  • Perform building walk through with maintenance staff to ensure all equipment and facility requirements are met
  • Perform facility walk through with referees to ensure venue set up and standards are met and comply with sanction and governing body requirements
  • Assist with set up and take down of specialized timing equipment
  • Meet with competitor stewards to review competition schedule and provide leadership and technical consultation to ensure the success of the event
  • Liaise with referees, competition coordinators, and operations team regarding schedule changes to floods, ice repair and overall logistics of the event
  • Coordinate and meet with volunteers to ensure everyone is briefed and prepared for the event; train and assist as required
  • Coordinate and attend team leaders/coaches meeting/draw prior to each event
  • Ensure that all competitions are professionally executed and provide prompt answers to all queries and excellent service to athletes and officials world-wide
  • Coordinate prizes and awards for events

Post Competition

  • Ensure technical equipment is put away in working order and is neatly organized

  • Develop, assemble and distribute electronic competition protocols to Oval Communications department, SSC and provinces

  • Distribute results to all media outlets as per established procedures and post to website
  • Complete sanction reports as required for SSC and AASSA
  • Complete grant budgets reports as required and submit on time
  • Hold post event de-brief meetings with organizing committee and volunteers
  • Ensure arrangements for officials, travel, accommodations, and reimbursements for each event are completed in full, and in a timely manner
  • Prepare post competition report for Associate Director including budget review of projected and actuals
  • Prepare quantifiable goals and objectives for each competition at the end of each season to review with the Associate Director

Qualifications / Requirements:

  • Post-secondary education, Bachelor of Sport Management and/or Kinesiology or related field is necessary

  • Certification as a Level 2 or 3 Speed Skating Meet Coordinator and/or additional Officials Certification at any level as a Starter, Announcer, Lap Counter, Electronic Timer, Timer and/or Judge would be a definite asset

  • Incumbent must have minimum of three years experience working in high performance sport, at an Olympic venue preferably
  • Due to the unique nature of speed skating competitions and associated rules, incumbent must have minimum two years experience coordinating sport events at the high performance level, including administrative and technical components
  • Comprehensive knowledge of national and international rules, sanctions and protocol for speed skating or other high performance events is required
  • Must have experience and knowledge of all rules and regulations of international and national sport governing bodies, speed skating knowledge would be a definite asset. Incumbent must understand the importance of delivering a perfectly executed competition (technical and administrative components) and the subsequent impact of failing to do so
  • An Olympian or someone with competitive experience at the national or international level would be an asset
  • Problem solving skills and conducting oneself professionally in stressful situations is a must
  • Incumbent must have proven strong interpersonal, organization, communication and leadership skills, as well as the ability to make difficult decisions on the spot
  • The ability to work with a diverse range of projects and tasks are a requirement of the position
  • Advanced and comprehensive knowledge of technical timing systems including Finish Lynx, My Laps, Swiss Timing (transponder based timing system), high speed video timing is an asset
  • Technical expertise and knowledge of complex University systems and processes would be an asset
  • Incumbent must possess strong computer and technical skills and be able to work with others in a team atmosphere
  • Multi-lingual is a definite asset as this position will communicate with officials from all over the world

Application Deadline: June 8, 2018

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist / AdvisorJob Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Kinesiology visit Careers in the Faculty of Kinesiology.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.