Manager, Academy Operations (Full-Time)

Job description

Vancouver Whitecaps FC is seeking an organized, proactive, and solutions-oriented Manager, Academy Operations to provide operational and administrative leadership across the MLS Academy. This role is responsible for ensuring the smooth delivery of team travel, match-day operations, scheduling, registration, player services, financial administration, billet programming, and player relocation support. Reporting to the Director, Academy Operations, the Manager will work closely with players, families, coaches, Academy staff, league and governing bodies, vendors, and internal departments to ensure a high standard of service, compliance, communication, and operational excellence. Key Responsibilities Academy Operations & Administration Lead day-to-day operational and administrative coordination for Academy teams and programs. Manage team calendars, schedules, field bookings, communications, tickets, accreditation, and program events. Coordinate with internal departments, external partners, leagues, and governing bodies to ensure operational requirements and deadlines are met. Support Academy initiatives, special projects, alumni programming, awards, community activities, and staff professional development. Team Travel & Match Day Lead all Academy team travel planning and logistics, including flights, accommodations, transportation, meals, insurance, itineraries, and on-site support. Develop and distribute detailed travel itineraries and operational plans to players, parents, and staff. Travel with teams as required and oversee on-site logistics, including airport and hotel coordination. Lead the operations team in delivering club and league match-day standards. Coordinate visiting team logistics, including training facilities and match-day requirements. Player Services, Education & Wellbeing Serve as a primary contact for players and parents on non-technical matters, providing timely and effective support. Coordinate player transportation, meals, events, and individual logistical needs. Work with school and club staff to support player education, wellbeing, and student-athlete needs. Support the implementation of Safe Sport policies, player expectations, and Academy policies and procedures. Ensure players and parents understand and comply with applicable agreements, codes of conduct, policies, and procedures. Billet Program & Relocation Coordinate all Billet Program logistics, including player arrivals and departures, travel, communications, agreements, and host family administration. Support player relocation needs and manage associated expenses. Maintain strong communication with players, families, and host families throughout the season. Coordinate First Team ticket allocations for host families. Registration & Records Management Oversee player and staff registration with applicable leagues and governing bodies, including Canada Soccer Connect and FIFA TMS. Manage player onboarding, exits, releases, international transfer certificates, team and league movement, and related communications. Maintain accurate player records, including passports, visas, travel documentation, and historical databases. Coordinate player information requests related to National Team activities. Ensure staff meet background check, Safe Sport, and mandatory training requirements. Manage administrative systems and platforms to improve efficiency and record management. Finance Administration Support the development and management of annual operational and team travel budgets. Oversee travel-related financial administration, including per diems, purchase orders, vendor payments, expenses, and reconciliation. Manage departmental credit cards and ensure timely reconciliation and receipt submission in accordance with club policies. Track and manage Billet Program and player relocation expenses. Talent Identification & Recruitment Support Coordinate logistics for Academy trialists, including invitations, communications, travel, meals, per diems, itineraries, documentation, and internal coordination. Support scheduling and travel arrangements for approved scouting and talent identification activities. Qualifications & Experience 3-5+ years of experience in sports operations, team administration, event operations, travel coordination, or a similar operational role. Strong organizational and project management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment. Experience coordinating travel, budgets, vendors, registrations, and logistics. Excellent communication and relationship-building skills, with the ability to work effectively with players, families, staff, vendors, and external organizations. Strong attention to detail and a high level of accountability when managing sensitive information, documentation, and compliance requirements. Ability to work flexible hours, including evenings, weekends, holidays, and travel with teams as required. Experience working in professional or youth sport is considered an asset. Knowledge of soccer operations, Canada Soccer, FIFA, MLS, or related governing bodies is considered an asset. Why Join Us? Join Vancouver Whitecaps FC and play a key role in creating a professional, supportive, and high-performing environment for the next generation of players. You’ll work alongside passionate people across the Club while contributing directly to the development and success of our Academy. The Club Vancouver Whitecaps FC is the longest-running professional soccer club in Canada and the United States. Since its inaugural season in 1974, the club has united generations of loyal fans in British Columbia and beyond. With academies in eight out of ten provinces, a network of partner clubs, and hundreds of camps and clinics every year, Whitecaps FC provide a foundation for Canada’s soccer future. We are also strongly committed to providing opportunities to Canadian athletes, both male and female, with the largest soccer development structure in Canada. This includes academy programs in eight of ten provinces across the country. In addition to building a winning team on and off the pitch, the Club places great importance in giving back to our community, harnessing the power of sport to create a stronger, more equitable & inclusive society through three key community goals: helping meet critical needs, using soccer to build life skills and creating soccer participation opportunities in Indigenous communities. Inclusion Statement Vancouver 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. This includes but is not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact our People & Culture department. "Within these walls, you are welcomed, accepted, and respected. Here, no matter who you are or where you come from, you are home. And you’re part of the team regardless of your age, sex, sexual orientation, gender identity or expression, race, marital or family status, disability, or religious belief or non-belief. All we ask is that you be ethical and inclusive in all that you do. Be respectful of all players, fans, and staff, and remember to cheer loudest for the ones wearing the blue and white. Go ‘Caps!" We thank all applicants for their interest; however, only those selected for further consideration will be contacted.