Outreach Office Supervisor

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title
Outreach Office Supervisor

Department
Program Management Active Kids Program School of Kinesiology Faculty of Education

Compensation Range
$4,601.00 – $4,953.00 CAD Monthly

Posting End Date
August 1, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary
The Osborne Centre Outreach Programs Office Supervisor provides, and is responsible for, coordination and supervisory duties for a wide range of complex programs, courses, and services for the UBC Active Kids and BodyWorks Programs, housed within the UBC School of Kinesiology. These duties include being responsible for administering and coordinating priorities, processes, and tasks with respect to:

• Overseeing all customer service / reception and front desk functions
• Creating and implementing policies and manuals for effective office operations
• Active Kids and BodyWorks course registration, maintenance, and confirmations
• Front desk staff hiring, training, scheduling, as well as class instructor and volunteer coordination support
• Processing payments and invoices
• Registration software system management and troubleshooting
• Financial analysis and forecasting
• Developing promotional materials for programs and regular website updates
• Admin support for courses, events, workshops, and meetings

Organizational Status
Reports to the Active Kids Director. Works closely with and receives work assignments from all Outreach Program Coordinators and Managers. This position is responsible for the successful prioritization, coordination, and execution of all Outreach related projects and tasks.
Work Performed

• Oversees the “first point of contact” team and reception services for Active Kids, Bodyworks, and the Osborne Center and acts as a representative of the School and Outreach program
• Responds to and independently addresses complex telephone, written, in-person and email inquiries
• Performs needs assessments, makes recommendations and implements all office workflows and processes
• Maintains, updates, and operates the Xplor registration software system which handles all revenues and client information for Outreach Programs
• Processes payments for course registrations, memberships, partner invoices, private lessons, and facility rentals
• Reconciles revenue on a daily and monthly basis
• Provides training, recommendations and coordinates all Xplor system updates and complex trouble shooting and problem solving for Xplor
• Creates reports related to course registration based services, POS item sales, client account info, discounts, facility bookings, email distributions, outstanding balances, waiver and class lists organization, facility rental payments, among others
• Creates course registration system reports that can be used to track program variables
• Generates system reports including GL / revenue reports, daily and monthly cash reconciliation reports, exporting daily averages and allocations
• Provides course statistical information required in decision making
• Approves payroll for a large part time staff team
• Generates Workday system reports for tracking staff hours
• Responsible for maintaining regular website updates including content, layout, and communications
• Prepares class lists, course binder creation, scanning of important documents, creating surveys, receiving and filing new staff paperwork
• Ensures that the registration office is PCI compliant, and completes the required tasks and documentation to certify this on a regular basis
• Creates and submits work learn funding applications
• Trains, mentors / supervises, and creates work schedules for part-time office student staff including onboarding / orientation and departing procedures
• Active Kids volunteer program coordination support including recruitment, event organization, onboarding, scheduling, manuals, and follow up admin support
• Maintains and updates office staff job descriptions
• Creates and sends monthly program e-newsletters
• Creates and sends bi-weekly instructor update e-newsletters
• Designs and develops course brochures, posters, and other marketing and promotional materials and documents
• Designs, develops, and updates all office training and policy manuals
• Orders supplies for effective operations of the registration office
• Coordination and promotion of special events for Active Kids, such as Kids Fit and Tough Toddler
• Provides clerical assistance, as required, for School of Kinesiology Faculty members housed at the Osborne Centre
• Assists with facility operational support including mail services
• Provides leadership and models an inclusive, positive, productive, and equitable working environment
• Collaborates and meets regularly with program managers and coordinators and instructors; receives daily and weekly associated task assignments and is responsible for their successful prioritization and timely completion
• Performs other duties related to the qualifications and requirements of the job

Consequence of Error/Judgement
This is a position of trust as it delivers programs to children and adults from the community at large registered in Kinesiology Outreach Programs. Errors could result in financial loss as well as in damage to the reputation of the School of Kinesiology and the University of British Columbia.
Supervision Received
Works independently under the minimum supervision of the Active Kids Director, additionally supported by the Manager, Finance & Admin. under broadly established procedures and practices, thus requiring initiative to plan and complete recurring assignments independently. Uses initiative and resourcefulness to implement procedures, services and projects. Must exercise judgment to determine application of methods or practices.
Supervision Given
Oversees the hiring, training, and work assignments of a large team of part time student workers.
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
Experience in recreational sport and fitness administration is a strong asset. Experience with office supervision / management is a strong asset. Familiarity with registration system software is a strong asset. Superior customer service and leadership skills is a strong asset.

Ability to maintain accuracy and attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to effectively prioritize and coordinate tasks. Ability to identify and correct missing and incomplete data. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters, Adobe suite).

Ability to effectively manage multiple tasks and priorities and track task assignments. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to anticipate problems and issues and plan ahead. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required.

Ability to analyze and reconcile client accounts. Ability to accurately process cash/credit card transactions. Ability to effectively update and modify web sites and documents.

Ability to work effectively independently and in a team environment. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to supervise and leadership for students and foster a positive and inclusive working environment. Ability to independently problem solve, make decisions, and implement solutions under broad guidelines.