Swim BC Coach Job Board

This page lists current coach job postings from Swim BC Clubs. These are listed as given to us, Swim BC does not edit or revise any of the information. If you have questions regarding the posting, please connect with the contact person listed. If you have an opening you’d like listed on this page, please email Swim BC with the following information:

PDF of Job Posting, Anticipated Start Date, Closing Date, and Contact Information.

Swim BC Job Posting

Position:   Administrative Coordinator

Application Deadline:   May 31, 2024

Expected Start Date:     negotiable

Location:                      Victoria, BC

About Swim BC

Swim BC is the provincial governing body for competitive swimming in British Columbia and a viaSport accredited provincial sport organization. The organization is responsible for the conduct of all competition; development of athletes, coaches, official’s; administering club services; membership registration; sport governance and sport system management.  Our programs support a membership of over 14,000 swimmers, coaches, officials, and administrators in over 70 clubs throughout the province.

Vision: A thriving swimming community inspired to achieve our individual and collective best.

Mission: Supporting competitive swimming through leadership, connection, and good governance.

Values: Community / Integrity / Innovation / Stewardship

The Swim BC office is located on the unceded territories of the lək̓ʷəŋən speaking people known today as the Songhees, the SXIMELEL (Esquimalt) and the WSÁNEĆ First Nations. 

Position Overview

We have an opportunity for a highly motivated and skilled individual to join our team in the position of Administrative Coordinator.  The responsibilities of the position focus on the provision of support to Swim BC operations, administering the membership registration processes, expediting financial procedures, facilitating member communications, and coordinating the effective and efficient administration of the organization.  The role is suited for a team player with personal competencies in relationship building,

Responsibilities:

  • Membership Registration:
    • Acting as the Provincial Registrar, provide membership support for all facets of club, swimmer, coach, and officials registration.
    • Membership interpretation services of registration rules and processes, and registration system troubleshooting (help desk).
    • Weekly comparative registration reports.
    • Registration manual team member.
    • Swimming Canada Registration system administrator / new system transition.
    • BC Criminal Records Review Program administration.
  • Finance:
    • Finance procedures operational review (annual / ongoing)
    • Timely processing of membership registration transactions.
    • Bookkeeper liaison
      • Integration of registration system invoicing
      • Financial records administration
      • SAGE software information and backup access.
    • Swim BC banking liaison / coordinator.
    • Finance Committee support.
      • Payment and expenses authorization process.
      • Signing authority liaison to banking.
    • Perform weekly off-site bank deposits and postage processing.
    • Staff credit card administration.
      • Reward points reimbursement.
      • Card limit monitoring and payment.
      • Monthly statement processing.
    • Monthly staff expense report processing.
    • Maintain all utilities, telecommunications, and software license payments.
    • Coordination and support of annual audit.
  • Board of Directors:
    • Organize and maintain Board resources via SharePoint.
    • Assist in organizing board and standing committee meetings, meeting notices, circulation of agendas, board meeting minutes development and administration.
    • Board member travel support.
    • In conjunction with Nominations Committee Chair, timely circulation of board nomination notices
    • Coordinate the support and conduct of the annual general meeting including distribution of notices, content, registration, and onsite logistics / online operations.
    • Maintain society act status and corporate registry annual filing requirements.
  • Communications
    • Coordinate content of organizational communiques with staff; expedite membership communication.
    • Project lead for annual report including staff content coordination and graphic design.
    • Monitor and triage Swim BC info and admin email addresses.
  • Operations
    • viaSport / BC Sport Information portal – organizational content reporting
    • Maintain organizational calendar.
    • Maintain centralized organizational contact and membership lists, including proactive development of club Boards and key volunteers contact information.
    • Provide administrative support to the coaching certification, officials development, Swim BC Competitions, and technical program operations.
    • Day to day operations of Swim BC office including utilities, business machines; telecommunications and software; lead contact for office utility providers.
    • Maintain accurate equipment inventory.
    • Provide ongoing administrative task support and holiday coverage for other staff as needed.

Skills and Qualifications

  • Ability to manage daily tasks and activities effectively with attention to accuracy and precision.
  • Self-starter, critical thinker, ability to develop personal objectives and work without supervision.
  • Strong communication and prioritization skills, able to liaise and respond to multiple member inquiries.
  • Adept at establishing clear priorities and balancing urgencies.
  • Related work experience in an administration role, ideally supplemented by business administration courses, or an equivalent combination of training and experience in a member services role.
  • Knowledge of not-for-profit administrative functions, rules, regulations, policies, and procedures applicable to the work performed in this sector. Experience in sport administration experience would be considered an asset but is not required.
  • Proficiency in MS Office 365, familiarity with MS SharePoint / OneDrive and related applications.
  • An aptitude for web-based applications and digital tools.
  • Strong interpersonal and communication skills, able to deal effectively and courteously with membership.
  • Demonstrated aptitude for teamwork and collaboration.
  • Ability to adapt quickly, meet tight deadlines and handle frequent interruptions.
  • Provide a satisfactory Criminal Records Check.
  • Valid BC Driver’s License and automobile.

Remuneration / benefits / hours of work

  • Competitive salary
  • Health benefits package including dental and extended benefits.
  • Vacation, statutory and “school holidays” (extended Christmas and Easter breaks).
  • The position is full-time, 37.5 hours per week – some evening and flex days may be required.

Application

Please forward your cover letter, resume, and salary expectations to the attention of: 

Rikki Nevins

Senior Manager, Member Services

Swim BC

rikki.nevins@swimbc.ca

We thank all applicants who apply, but only those candidates selected for an interview will be contacted.

The employer is committed to creating an inclusive and diverse work environment and is proud to be an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age marital status, family status or disability.

 

 

 

 

The Swim BC office is located on the unceded territories of the lək̓ʷəŋən speaking people known today as the Songhees, the SXIMELEL (Esquimalt) and the WSÁNEĆ First Nations.

Swim BC gratefully acknowledges the financial support of the Province of British Columbia.

Address

305-4420 Chatterton Way
Victoria, BC V8X 5J2

Contact

778-430-9100
Email

Copyright © 2022, Swim BC. All rights reserved.

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