Vancouver Whitecaps FC

MLS Academy Administrator

Vancouver Whitecaps FC



Role Type

Closing Date

Est. Start Date


Sep 5, 2021

Role description

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


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

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

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.