Competitive Sports Supervisor
GENERAL PURPOSE: Under the direction of the Assistant Director of Competitive Sports & Outdoor Programs, this position will be responsible for assisting with the coordination and implementation of the Intramural Sports & Sports Club Programs at San Diego State University. Responsibilities will include development and implementation of a comprehensive intramural sports program that includes leagues, tournaments and special events; development and education of competitive sports staff and team leaders; and development and implementation of policies, procedures and practices to govern the program in a safe, reputable, sustainable, and accessible manner.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
● Assists with the planning, organization, implementation and evaluation of competitive sports programs (Intramural individual and team sports, E-Sports, Sport Clubs and Special Events)
● Ensures the recreational sports programs are conducted in accordance with established service standards
● Ensures the Intramural Sports Program offers a balanced assortment of structured contests, tournaments and league sports for participants in all skill levels
● Hires, trains, schedules, supervises and evaluates program staff including sport officials, supervisors, leads and office staff
● Supervises special events, Intramural activities and sport club practice/competitions
● Assists with oversight for sport clubs teams, their coaches and student leaders
● Manages the dissemination of information through a variety of social media outlets
● Assists with training and orientation of sport clubs officers and coaches
● Assists with making programming changes, needs and ideas to enhance membership growth
● Ensures the development, planning coordination and management of all program opportunities that attract and retain members to the Aztec Recreation Center
● Ensures that programs are conducted in accordance with approved rules and regulations that address participant safety as a high priority
● Recommends future revisions to programs and facilities using member feedback
● Follows all guidelines that maintain proper event approval procedures are followed
Administration
● Assists with scheduling the use of on-campus facilities for all programs (sport clubs practice and home competitions, IM games and special events)
● Ensures all recreational sports programs (special events, staff meetings, intramural sports, sport club practices and competitions) follow standard scheduling procedures at all times
● Ensures no facility scheduling overlaps occur by communicating and distributing information regularly to all users
● Ensures daily tasks are conducted safely and takes appropriate action pertaining to all safety related issues
● Coordinates program registration through Fusion software
● Assists with maintaining master facility calendar for all sport contests, payment of invoices, check requests, review of punch detail reports, personnel schedules, cash reconciliation, custodial services, Kronos input
● Reviews budget and personnel reports, work-study time sheets and completes user statistics and income analysis
● Reviews quarterly budget activity reports, program assessments and makes adjustments, as needed
● Develops annual goals and completes special projects as requested
● Reviews and updates employee handbooks and training manuals as needed
● Ensures purchase orders are prepared in a timely manner
● Ensures fixed assets are maintained and controlled
● Ensures adequate internal procedures are established and that all transactions are conducted accordingly
● Ensures necessary reviews and internal audits are conducted to review adherence to internal control procedures
● Ensures maintenance of accurate records for all transactions
Customer Service and Collaboration
● Meets periodically with the staffs of University departments (Athletics, Facilities Services, Recreation, Parks, and Tourism, Exercise and Nutritional Sciences, Greek Life, Housing & Residential Life, University Police Department, Student Life & Leadership), and auxiliary organizations (Aztec Shops and Alumni Organization) and community organizations (sport club leagues, Parks and Recreation departments) to communicate schedules, plan events, and avoid potential problems
● Develops and maintains positive working relationships with University, Community Representatives and other regular contacts
● Attends meetings with the staff of University departments and/or community organizations affected by operations to communicate schedules, event plans, and potential problems or concerns
● Ensures each customer encounter is courteous, respectful and efficient and ensures A.S. customer service guidelines are met by all staff in department
Budget
● Prepares data for and monitors annual budget by given deadlines and ensures adherence to budget guidelines
● Assists with ensuring that year-end expenditures and revenue meet approved budget
● Suggests steps to adjust expenditures to compensate for revenue changes to supervisor
● Assists with meeting budget preparation, rebudget submittal and capital request timelines
Marketing
● Ensures the planning and implementation of Marketing and Promotions in close coordination with the Marketing staff
● Assists with defining target markets. Ensures the ongoing assessment of programs using techniques such as participant evaluations, written surveys, focus groups and informal discussions
● Assists with the development and implementation of a comprehensive package of promotional efforts for directed programs
● Ensures web page and social media content are compelling and accurate
● Submits copy of all programs prior to established deadlines
● Meets with the Marketing Coordinator to review and implement the processes
● Ensures the timely placement of print advertisements and A.S. Marketing/Graphic Work Order requests
Maintenance
● Ensures satisfactory maintenance and appearance of facilities
● Ensures sports equipment is maintained at all times
● Assists with appropriate planned and preventive maintenance programs are designed, budgeted and conducted for all facilities under direction
● Ensures regular walk through of the facilities and inspections of all equipment to ensure maintenance is performed in a timely manner
● Assists with the preparation of needed work orders or repair reports on proper forms with all pertinent information completed. Monitors the progress of requested work and priorities for work as required and reports to Building Services Department updated work priorities
Safety
● Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
● Ensures regular inspections of facility and equipment to ensure all areas are clean, in good repair and in compliance with all safety codes
● Ensures all employees are provided safety training and attend safety meetings regularly
● Adheres to A.S. Injury and Illness Prevention Plan (IIPP) and ensures all corporate and department safety plans are up-to-date and followed
● Complies with Associated Students’ and departmental Code of Safe Practices
● Maintains attendance records of safety meetings as required by OSHA rules
● Implements risk management/safety plan, including regular review of accident reports and changes required to avoid reoccurrence
● Ensures completion of supervisor accident investigation for each accident
● Ensures all staff possesses required certifications within respective job description
● Ensures practice of the implementation of safety/risk management procedures by holding regular mock injury/accident drills via actual rehearsals of proper procedures, ambulance response, crowd control, media relations, etc.
● Ensures participant accident reports, employee injury reports, incident reports, supervisor's logs and safety suggestions of staff and participants are maintained and reviewed regularly
Staff Management
● Ensures all hiring, promotions, separations and corrective actions are conducted in accordance with A.S. policy and timelines
● Maintains appropriate staffing levels to facilitate satisfactory operation of the areas under supervision
● Ensures each employee and volunteer is given written information about their job responsibilities, procedures, and policies
● Provides each employee an orientation and introduction to Associated Students, Aztec Recreation and personnel, including the specific standards that apply to each area
● Ensures sport officials and sport supervisors are highly trained via clinics, staff meetings and on-going evaluation and feedback
● Describes each job’s relationship to the mission of the Associated Students of SDSU, Aztec Recreation, and it uniqueness as a student-directed corporation
● Directs the work courteously and gives clear, specific and realistic goals. Includes methods of accomplishment and accountability as appropriate
● When assigning tasks, provides information, training, materials and support as appropriate
● Assesses and monitors each employee’s and volunteer’s knowledge, understanding, ability, readiness and willingness to perform each assignment, then takes appropriate response including assigning additional training, as needed, with clear, specific and realistic goals
● Holds effective and efficient staff meetings and provides information regarding current issues, policy changes, special events and all other pertinent topics
● Makes corrections positively and promptly and includes specific suggestions for change as soon after the event as possible, considering privacy factors
● Corrects individual problems with staff they supervise
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
● Four year degree in Physical Education, Recreation, Kinesiology/Exercise Science, or a related field
● Master’s degree preferred
Experience:
● Minimum two years’ experience administering intramural sports or sport clubs or similar recreation program on a college level required (or two years Graduate Assistantship experience)
Licenses & Certifications:
● American Red Cross AED, CPR and First-Aid certification required (within the first 30 days of hire)
● American Red Cross AED, CPR and First-Aid instructor certification preferred
● A valid California Drivers’ License and proof of automobile insurance is required
Trainings:
● Must complete Gender Awareness, Computer Security, and Sexual Harassment Prevention for Supervisors trainings within 30 days of hire
PERFORMANCE EXPECTATIONS
● Capable of maintaining positive working relationships with staff, University, customers and vendors
● Ability to work with a diverse, frequently-changing population of students and faculty
● Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion
● Must be energetic, self-motivated and goal oriented
KNOWLEDGE, SKILLS & ABILITIES
● Extensive knowledge of recreation sports industry and best practices
● Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
● Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
● Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
● Knowledge of the principles and practices of effective supervision
● Working knowledge of the techniques necessary in coordinating the interest of students into an acceptable program
● General knowledge of budgeting principles
SCHEDULE & WORKING CONDITIONS
This is full-time position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by program schedule.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work conditions may vary depending upon the location of programs; programs may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working indoors, the lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, wind, rain, weather, dust, pollens and other environmental risks.
This position may also call for occasional business-related driving.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, bending, stooping, lifting, pushing, pulling, carrying, and use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to standard range. Must be able to recognize and respond to emergencies and prevent injuries.
RELATIONSHIPS
Inside the Organization:
● Reports to the Assistant Director of Competitive Sports & Outdoor Programs
● Supervises:
o Intramural/Sports Club Program Assistant(s)
o Sports Club Lead or Office Supervisor
▪ 5-10 Site Supervisors
o Intramural Lead or Official’s Supervisor
▪ IM Site Supervisors (5-8)
▪ IM Officials (25-35)
● Works closely and collaborates with the Aztec Recreation staff
● Works closely with MBAC staff
● Works closely and collaborates with Sports Clubs coaches, team captains and team presidents
Outside the Organization:
● Aztec Athletics Department
● University Police Department
● SDSU Housing and Residential Life
● Aztec Shops
● Vendors and Contractors
● Professional Organizations
EMPLOYMENT CATEGORY: Full-Time, Non-Exempt, Hourly, Grade 5
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.