Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Business Operations, Level A

Job Title Coordinator, Concessions & Retail Operations

Department Concession Services | Athletics & Recreation

Compensation Range $4,341.17 - $6,253.75 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date May 4, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Dec 4, 2024

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
The Coordinator, Concessions & Retail Operations provides leadership, supervision and day to day management of the workforce providing concession services for UBC Athletics and Recreation (A&R) facilities. This individual\'s responsibilities include supervising the concessions sales attendants, overseeing the food, beverage and merchandise inventory, implementing and maintaining standards for customer service, working with both internal athletic department units and external parties to plan concessions needs, and overseeing concessions for all events. This position is responsible for contributing to the development of a 5-year operational strategy and is also responsible for revenue generation through retail and other business operations. The incumbent should expect to be at their desk only 50% of the time.

This position will require evening and weekend work. This position reports to the Manager, Concessions and Retail Operations and manages over 40 sales attendants.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed
LEADERSHIP & PEOPLE MANAGEMENT

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  Supervises and leads staff including recruiting, training, supervising, scheduling and performance management up to and including termination, in accordance with the collective agreement and in consultation with A&R and Human Resources personnel.
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  Directs, guides, and coaches staff team to achieve departmental goals and outcomes.
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  Sets and manages resources and workload of direct reports including initiates action to ensure objectives are met.
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  Provides on-site management of concessions staff.
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  Implements, coordinates, and delivers training programs for service staff.
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  Develops staff schedules; schedules and oversees staff scheduling changes to meet operational requirements. Reviews vacation schedules and requests for time off.
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  Directs clerical staff in the administration of payroll and employee records.

FOOD & BEVERAGE OPERATIONS MANAGEMENT

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  Develops and implements quality control policies and procedures; recommends updates to manager. Corrects issues in the moment and ensures that a high quality of food and service is maintained.
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  Promotes and evaluates customer satisfaction, and continuously monitors all aspects of customer service. Responds to customer feedback and shares it with the team.
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  Coordinates hospitality and catering requests for live entertainment; organizes purchasing, delivery, and set up per artist or event requirements.
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  Monitors inventory levels, leads regular inventory counts and implements controls. Responsible for assessing, building and ordering food, supplies, and equipment based on unit requirements and inventory demands. Responsible for managing and adhering to assigned purchasing budgets.
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  Purchases liquor; ensures compliance with liquor service standards, provincial rules, regulations, and requirements, including tracking of related training.
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  Remains proficient in technical software programs that are used in the unit, including point of sale and back-office systems, and performs regular audits and edits of these systems to ensure accuracy.
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  Maintains high safety, cleanliness and sanitation standards in compliance with the health board, Food Safe practices and A&R and UBC policies.
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  Coordinates and oversees the repair and maintenance of equipment for the facilities per established department policies and procedures.
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  Maintains policies, internal controls, systems, and procedures, to ensure efficient operations.

MERCHANDISE MANAGEMENT

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  Assist in organizing, executing and distributing merchandise, food, and beverage orders for all Athletic & Recreation sport facilities for the purpose of retail sales at front desks or store locations. Meets with Coordinators to discuss needs.
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  Advise on the strategic pricing plan for all products to ensure profitability of goods sold and consistency across all facilities.
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  Coordinate with the Marcom team to ensure the branding of all apparel meets current department standards.
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  Responsible for product replenishment requests and ensures Operations Coordinators are receiving transfer orders into the POS system. Communicate to the Operations Coordinators on product issues, slow sellers, and other areas of opportunity for product by location.
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  Participates in the execution of yearly counts of merchandise.
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  Analyze KPI\xe2\x80\x99s and set goals for improvement and growth; work with Operations Coordinators on opportunities and challenges and find solutions to help drive sale.
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  Supervise the implementation of store audit reports on a quarterly basis to maintain consistency and a superior level of service and store presentation in all location.
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  Assist with the execution of the visual merchandising plan and communicate standards to staff and Operations Coordinators; manage fixture inventory for all locations.

FINANCIAL MANAGEMENT

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  Leads on assigned areas for long term strategic planning with the Manager, Concessions and Retail Operations.
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  Contributes to the planning, forecasting, and submission of an annual budget for the concession operations. Leads areas and department as assigned.
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  Is integral to managing the operating budget by monitoring revenues and costs, including food, labour, liquor, overhead and other related costs impacting net profit. Responsible for price audits and inventory controls.
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  Prepares reports and statistical data as required for comparison and tracking purposes.
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  Maintains sales and purchasing ledgers and general ledger reconciliations according to established procedures. Compiles and submits month end financial information to accounting department.
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  Performs other related duties in keeping with requirements of the position.
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  Ensures systems for daily sales, cash collections / controls, banking, ledger reconciliation and petty cash are in place. Ensures related procedures and reports are completed accurately and on a timely basis.

Consequence of Error/Judgement
This position requires a high degree of judgment, tact, discretion and initiative. Errors in judgment could have negative impact on the Recreation and Facilities teams, the Athletics and Recreation department and the University resulting in legal suits, negative impacts on reputation, financial costs, and loss of credibility. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment and flexibility.

Supervision Received
The Manager, Concession and Retail Operations provides guidance and direction to the position. Due to the magnitude of the program, staff are empowered to execute their responsibilities and work independently.

Supervision Given
Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating concession staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

• Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
Undergraduate or Associate degree in a relevant discipline. A minimum of 2 years of experience or the equivalent combination of education and experience. Supervision experience in a unionized environment preferred. Demonstrated culinary leadership in a commercial food setting preferred. Experience with sales data analysis, forecasting and budgeting. Effective oral and written communication, leadership, training, and organizational skills. Demonstrated experience developing and maintaining a respectful, team-oriented and fun work environment.

Strong computers skills essential including working knowledge of Microsoft Office Suite (including SharePoint) at an advanced level, and Adobe Creative Suite. Ability to work effectively within a team environment and collaborate with others. Ability to work under pressure and meet deadlines. Ability to work flexible hours and days of the week. Must have experience with restaurant or quick service software \xe2\x80\x93 experience with Volante or PerfectMind is an asset.

Ability to exercise initiative, tact and diplomacy. Demonstrated self-starter and ability to be innovative, flexible and entrepreneurial. Strong leadership, organizational and time management skills required. Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job. Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve. Ability to carry out negotiations and interest-based conflict resolution. Demonstrated ability to build partnerships and alliances with peers, business communities, association partners and staff. Demonstrated skills and competencies in planning, organization, and project management; leadership; coaching and facilitation; and customer service. Demonstrated ability to design menus, efficiently order product, lead production, and supervise culinary execution of catering and concession services. Must be able to work on feet while complete strenuous work, sometimes for entirety of work week. Must possess a full Class 5 driver\'s license and be comfortable driving large vehicles. Excellent oral and written communication skills required. Able to lift or move heavy objects of approximately 50lbs.