Athletics Administrative Officer

University of Victoria; Victoria; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading university seeks an Athletics Administrative Officer to enhance the performance sport program. This role involves ensuring eligibility compliance for student-athletes, administering financial awards, and fostering partnerships within the university. The ideal candidate will have a dedicated background in administration, financial stewardship, and a passion for supporting student-athletes' success.

Qualifications

• Minimum 3 years of relevant administrative experience.
• Experience in a post-secondary, athletics, or recreation environment is preferred.
• Familiarity with athletic conference regulations is an asset.

Responsibilities

• Ensure student-athletes meet academic and athletic eligibility requirements.
• Administer the distribution of athletic financial awards.
• Provide advising and administrative support to student-athletes and coaches.

Skills

Administrative skills

Interpersonal skills

Communication skills

Organizational skills

Attention to detail

Financial knowledge

Database management

Compliance knowledge

Education

Undergraduate degree

Tools

MS Office Suite

Financial software

Job description

Mandate

The Athletics Administrative Officer plays a vital role in supporting the administration and operations of UVic’s varsity performance sport program within the Department of Wellness, Recreation and Athletics (WRAD). The position ensures student-athlete eligibility and compliance with athletic governing bodies, administers over $1 million in athletic financial awards, and acts as a liaison between student-athletes, coaches, and campus partners. This role contributes directly to student success, recruitment, and retention while upholding institutional, financial, and regulatory accountability within a high-performance sport environment. The position supports the department’s strategic goals by maintaining excellence in compliance, financial stewardship, and student-athlete service delivery.

Objectives

• Ensure student-athletes meet all academic and athletic eligibility requirements in accordance with U SPORTS, Canada West, NAIA, and other applicable regulations.
• Administer and oversee the equitable and compliant distribution of athletic financial awards to more than 450 varsity student-athletes annually.
• Provide accurate and timely advising and administrative support to student-athletes and coaches on matters related to eligibility, admissions, financial awards, and travel.
• Maintain efficient administrative systems and processes to support compliance, data tracking, awards management, and travel logistics.
• Strengthen partnerships across campus and externally by liaising with university departments, athletic conferences, and donors to support student-athlete success and institutional objectives.
  
  

Due to the nature of varsity athletics, competitions and related activities frequently occur outside of regular business hours. As a result, this position may occasionally require evening or weekend work to ensure time-sensitive eligibility and compliance requirements are met. The majority of administrative duties are performed during standard office hours in an on-campus environment.

This position requires a level of education, training, and experience equivalent to an undergraduate degree plus a minimum of three years of relevant administrative experience, preferably in a post-secondary, athletics, or recreation environment. An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, And Abilities Include

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Demonstrated administrative and organizational skills with accuracy and attention to detail.
• Strong interpersonal and communication skills, with the ability to advise, liaise, and collaborate effectively with a wide range of stakeholders including students, coaches, and university administrators.
• Proven ability to independently manage complex, time-sensitive processes and deliver high-quality results.
• Experience managing databases and using standard office and financial software (e.g., MS Office Suite, spreadsheets).
• Ability to interpret and apply complex policies and regulations, particularly those related to student-athlete eligibility and compliance.
• Sound knowledge of financial aid, award distribution, and deferred revenue practices.
• Ability to handle sensitive and confidential information with discretion.
• Experience resolving complex or difficult issues, particularly in an advisory or student-support context.
• Experience working in a team environment with the ability to adapt to changing priorities and demands.
• Familiarity with athletic conference regulations (e.g., U SPORTS, Canada West, NAIA) and post-secondary sport policy is considered an asset.
• Experience using FAST, ChromeRiver, or other accounting software is an asset