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Coordinator, Athlete Services

Queen's University

Application Deadline Ended
Apply by Ended 8/15/2022

Coordinator, Athlete Services | Queen

Coordinator, Athlete Services

Queen's University

Apply by Ended 8/15/2022

Posted 3 months ago

No Longer Accepting Applications



Kingston, ON, Canada

Job Type

 Job Description

  • In collaboration with high performance coaches develop a standardized process and protocol for the recruitment of student-athletes. Conduct training sessions for coaches and develop a recruiting tool kit. Develop dynamic information and promotional material (print and web-based) regarding Athletic and Recreation programs that are specific to student-athlete recruitment. Create processes and protocols to track recruits through the entire admission cycle providing regular updates to coaches on the status of their recruit. Meet with recruits and their parents to provide information on admission requirements.
  • Utilizing Department systems (i.e. AIMS, Peoplesoft, etc.) keep up-to-date and accurate student-athlete records, including general, biographical, performance, academic, and eligibility-related athlete information, team specific depth charts and student-athlete ranked list-serves. Coordinate requests for contacting athletes (i.e. invitations for athletes to serve on committees) and access student-athlete information as per approved policies. Serve as the distribution point to circulate team specific or program wide information notices (i.e. invitations, advisories, etc). Draft policies regarding access and use of student-athlete information. Ensure A&R is compliant with FIPPA requirements.
  • Support the AIMS, U SPORTS Central and OUA Hub systems and protocols to coordinate student-athlete rosters, OUA and U SPORTS eligibility, letters of intent (LOI), education
  • program compliance, travel clearance, CCES and U SPORTS requirements for varsity student-athletes.
  • Participate in and provide input to the annual review of the AIMS program and subsequent module development and integration.
  • Perform routine eligibility monitoring and checks, identify academic and/or eligibility issues, acting as a resource to coaches and student-athletes and elevating issues of non-compliance to the Manager, Education and Compliance. Forward issues to the Manager.
  • Coordinate student-athlete orientation, schedule the necessary experts to present sections on eligibility and doping control, ensure student-athletes complete necessary forms, submit forms for verification by the OUR and post eligibility certificates as per OUA and/or U SPORTS policies.
  • Maintain and update the student-athlete academic performance information throughout the year. Coordinate the Academic All Canadian submission and recognition process. Advise coaches when student-athlete grades drop below baseline levels so student-athletes can be offered academic assistance. Implement a communication process to ensure that student-athletes and coaches are aware of academic standing throughout the year. Provide leadership and support to the student-lead Academic Success program. Research and implement a mandatory study hall program for first year students. Explore opportunities to offer enriched tutorial assistance for student-athletes in advance of selected major exams. Assist student-athletes with requests to validate team status in their communication with faculties regarding academic conflicts.
  • Provide support for academic case management for student-athlete at risk or on academic probation to increase academic success.
  • Respond to general requests for information, directing specific requests to the appropriate coach. Liaise with the Office of the University Registrar (OUR) regarding the admission and awards process and protocol for student-athletes, compile and provide coaches lists and other materials to assist in the admission and awards process, acquire general Queen’s recruitment materials, coordinate campus tours, interviews with admission representatives, set-up recruitment information and training sessions and provide A&R information to the admission recruitment officers. Coordinate all A&R requests related to residences.
  • Provide support to the Executive Director, Athletics and Recreation regarding the Athletic Financial Awards (AFAs) process and protocols. Liaise with coaches regarding offers, prepare offer agreements, track timelines on the agreements and maintain a comprehensive and accurate database of AFA student-athletes. Create statistical reports tracking longitudinal academic performance for individuals and cohorts. Develop informational material on AFAs. Coordinate renewal offer lists based on performance criteria established by the coach. With the Director, Athletics and Recreation attend meetings with the University Awards Office, respond to requests for information and assist in the protocol and processes for AFAs.
  • Liaise with the Dean of Student Affairs office and other campus departments and faculties to research services that are offered to students. Develop relationships and referral processes to assist student-athletes in gaining access to additional services offered to students, for example, academic tutoring, career counselling, general counselling, spirituality, etc.
  • In collaboration with other members of A&R, review services and programs offered to student-athletes on a regular basis ensuring student input into the process. Seek to continually update and expand the level of support that is offered and monitor athlete satisfaction. Create resources, forms, templates and processes to assist all members of A&R

Qualifications RequiredQualifications Required

  • Minimum 3-year post-secondary education, preferably in human resources, administration or counselling. University degree preferred.
  • Previous work experience (5+ years) in program development, coordination, and/or administration.
  • Satisfactory Criminal Record Check and Vulnerable Sector Check required.
  • High degree of familiarity working with athletes, sport and young adults is necessary.
  • Knowledge of the Queen’s university environment, rules, regulations, process, and administration is highly desirable.
  • Consideration may be given to an equivalent combination of education and experience.
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