MLS Academy Administrator

Specific Responsibilities:

The duties of this position will consist of the following:

1. General Administration

  • Work closely with the Senior Manager, Academy Operations to execute all administrative and operational requirements for the Academy program and each of its teams and players
  • Lead and execute the distribution, collection and filing of all registration documents at the start of each season and during the player exit period at the end of each season
  • Manage the internal, Canada Soccer and MLS NEXT registration databases
  • Create and communicate the weekly training field schedule
  • Gather appropriate content and create the weekly video message board
  • Book locker rooms and other facilities as required
  • Manage the bookings and payments for match officials
  • Assist the Senior Manager, Academy Operations with team travel planning, bookings, finance reporting and other logistics
  • Lead the communications with visiting teams ahead of scheduled games
  • Send email communications to players and families as required
  • Manage and produce the monthly Academy e-newsletter
  • Update program and team calendars as required
  • Manage the MS Teams platform for the Academy

2. General Operations

  • Manage the scheduling, maintenance and logistics of the Academy van and follow all club policies related to fleet vehicle use
  • Assist with the transport of players to appointments, airport and functions as required
  • Assist in the organization and execution of special events for teams and at the NSDC
  • Organize team meals
  • Coordinate MLS Academy player and staff appearances for community relations requests
  • Assist with the organization of team/program social events
  • Assist with the organization of match tickets for players/ team staff
  • Manage the ordering and distribution of seasonal accreditation for players and staff

3. Billeting, Player Housing and Relocation

  • Work with the Senior Manager, Academy Operations to promote the billet program and recruit local host families
  • Assist with billeted player arrivals and departures at the beginning and end of each season
  • Coordinate the moving of player belongings and manage the off-season storage at the NSDC
  • Work with the Senior Manager, Academy Operations to coordinate and book short term accommodations for players, as required
  • Work with the Senior Manager, Academy Operations to promote the Billet Program and the recruitment Host Families
  • Lead the relationships and logistics related to players living in club apartments;
  • Manage, inventory and distribute club furniture and household affects
  • Manage the relationship with the property management team
  • Serve as the primary contact for players
  • Manage the utility accounts
  • Manage all apartment viewings, cleanings and deal with any damage claims
  • Manage the purchase, tracking and distribution of player food and housing allowances and expenses

4. Match Day Responsibilities

  • Be familiar with all league match day requirements and ensure that all league rules, policies and standards are strictly adhered to
  • Serve as the direct contact for all visiting clubs and communicate with each club ahead of match days regarding timing, logistics and visiting team requests
  • Prepare a detailed match-day timeline for each home match

5. Player Transportation

  • Working in conjunction with the Senior Manager, Academy Operations, organize and manage all aspects of local transportation for the Academy teams and billeted players;
  • Organize and manage Compass Cards for billeted and development team players
  • Arrange for billeted player transportation to medical/personal appointments as required
  • Manage and execute on airport transfers at the following times; pre-season, Christmas break, end of season and for any national team call ups

6. Academy Trialists and Trial Weeks

  • Lead the logistical planning and execution for all guest trialists and trial weeks
  • Arrange and manage hotel bookings, meal planning, player flights and ground transportation
  • Arrange daily transportation for trialists to and from the hotel, training centre, airport and any other requirements

7. Additional Club and Meeting Commitments

  • Attend weekly staff meetings as scheduled by members of the Whitecaps FC management team
  • Attend special meetings for program related issues as required and scheduled
  • Attend the annual club All-Staff Meeting

Qualifications:

Education:

  • Bachelor’s degree, or equivalent education in Sport Administration, or related administrative field

Work Experience:

  • Minimum of 2 years’ administrative experience, preferred candidates will have experience working with a youth sport organization

Requirements:

  • Valid Class 5 driver’s license
  • Voluntary submission of a driving abstract
  • Voluntary completion of a Background Check (Vulnerable Sector)
  • Excellent written and oral communication skills
  • Highly organized with excellent time management and ability to prioritize
  • Proficient with all Microsoft Office applications
  • Proficient with use of social media platforms, online registration systems
  • Ability to work in a fast-paced environment both independently and within a team
  • Working hours will be outside of traditional work week, including evenings and weekends

If you feel you have what it takes to contribute to our team, please email your resume and cover letter indicating how you meet our qualifications, to careers@whitecapsfc.com

Whitecaps FC believes that diversity and inclusion is critical to our success, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

We thank all applicants for their interest, however only those selected for further consideration will be contacted.

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