Coordinator, Varsity Sports

University of Ottawa; Ottawa; On-site; CAD 57,000 - 72,000; Full time

Job summary

University of Ottawa is seeking an Administrative Support professional to assist the Recreation and Varsity Sports area on a 12-month term. You will handle data entry, meeting coordination, budget help, and purchasing for Varsity Garnet and Varsity Grey, while ensuring adherence to policies and confidentiality.

In this role you will support volunteers, organize events, manage schedules, and prepare documents for internal use.

Responsibilities

• Performs a variety of administrative tasks to support the operations of Recreation and Varsity Sports, such as entering and updating data, drafting documents, and managing schedules.
• Provides administrative support for organizing meetings and events, reserves rooms, arranges catering, and prepares agendas.
• Onboarding volunteers and managing Varsity Garnet/Grey rosters and mentoring center; guides them through internal procedures.
• Supports budgeting, fundraising, deposits, journal entries, invoicing, and petty cash; processes invoices and payments.
• Leads purchasing for teams (uniforms, equipment, training gear) and maintains inventory.

Job description

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Posting Reason:

Replacement of a temporary position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

12

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Varsity, Compliance and Club Operations

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/11/05

Applications must be received BEFORE (YYYY/MM/DD):

2026/11/16

Hours per week:

35

Salary Grade:

SSUO Grade 06

Salary Range:

$56,858.00 - $71,822.00

About Student Affairs

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enroll for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There's nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do.

Position Purpose

Assist with and performs a variety of tasks to support the administrative operations of the Recreation and Varsity Sports, while ensuring compliance with applicable policies and procedures.

Coordinates and provides the administrative support to the Senior Coordinator, Varsity Sport in the delivery of the of the support systems for varsity teams of all tiers programs with regards to evaluations with the Recreation and Varsity Sports (RVS) sector. Support in the management of all Varsity Garnet and Varsity Grey (23 teams and volunteers, etc) and mentoring center.

In this role, your responsibilities will include:

• Performs a variety of administrative tasks to support the operations of RVS, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
• Provides administrative support for organizing and coordinating meetings and events, to ensure they run smoothly. For this purpose, reserves meeting rooms, makes catering arrangements, and prepares meeting agendas and any other documents.
• Onboarding volunteers who arrive in person; responsible for Varsity teams (Varsity Garnet and Varsity Grey) and guides them in applying the general internal procedures of the department/program/event with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone or by mail.
• Collect and review all annual budget, monitor, fundraise and expenses throughout the year and provide guidance. Provides basic support for the financial operations of the RVS by performing a variety of tasks in Workday and keeping with established uOttawa and RVS policies, such as administering petty cash, preparing deposits, making journal entries and entering data into the financial system. Participates in the invoicing process: prepares, sends and pays invoices, receives payments from customers and follows up on them.
• Lead all purchasing for Varsity Garnet and Varsity Grey teams including uniforms, equipment's, and team training gear, liaise with marketing within brand guidelines. Makes decentralized purchases of goods and services for the sector, on purchase order or on credit card, in compliance with all relevant policies. Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients.
• Responsible for Varsity Grey and Varsity Grey rosters including coach certification documents. Provides various simple reports, on a scheduled or ad-hoc basis, on activities of RVS to support ongoing operations and strategic planning
• Implements and maintains an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records
• Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent's responsibilities.
• As needed, delegates tasks to more junior resources, mainly students hired as part of the Work-Study Program (WSP) and ensures that tasks are completed according to the stated norms and instructions.
• Collect and maintain lists linked with mandatory training for all teams with regards to coaching certification, uOttawa mandatory training and conference training.

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