About the Role
The Ontario Hockey League is seeking a highly organized and detail-oriented Coordinator, Education Services to provide operational, administrative, financial, and reporting support to the Education Services department.
Reporting to the Director of Education Services, this position will support league-wide academic tracking, scholarship administration, financial processing, awards coordination, player education reporting, digital platform management, and Standard Player Agreement administration.
The coordinator will serve as a key liaison between the League Office, Member Teams, Academic Advisors, General Managers, educational institutions, and internal departments to support the accurate, consistent, and timely delivery of Education Services programming across the League.
This role is intended to strengthen the department's capacity to manage increased tracking, reporting, scholarship, and compliance responsibilities resulting from updated Standard Player Agreement, Re-Sign Agreement, and Overage Agreement provisions.
Position Summary
The Coordinator, Education Services will provide centralized operational support in the following key areas:
- Academic tracking and records management
- Scholarship administration and financial coordination
- Education reporting and data management
- Academic awards administration
- Standard Player Agreement and scholarship liability tracking
- Academic Advisor and Member Team support
- Website, portal, and digital platform administration
- Implementation of improved education reporting systems and workflows
Key Responsibilities
Education Reporting and Data Management
- Maintain league-wide education data, reports, tracking documents, and presentations.
- Track Member Team education reporting submissions, completion rates, and service consistency.
- Maintain and update Education Offerings resources, reporting tools, templates, and related systems.
- Support improvements to education reporting processes, data accuracy, and submission timelines.
- Assist with the preparation of internal summaries, reports, and presentations related to player education outcomes and team reporting compliance.
Scholarship Finance, Payment Processing, and Records Management
- Process scholarship payments, refunds, credit memos, and financial adjustments using accounting and administrative software, including Float, QuickBooks, Sage, and Excel.
- Input and maintain scholarship funding, invoicing, payment, and accounts payable information within financial systems accurately and efficiently.
- Prepare invoices for internal teams and external partners.
- Support scholarship payment processing, reconciliation, and follow-up with schools, players, families, Member Teams, and Finance.
- Maintain accurate scholarship financial records and assist with reporting, audits, month-end processes, and year-end finance requirements related to scholarship administration.
Academic Tracking and Records Management
- Maintain accurate player academic tracking records, checklists, and education documentation.
- Coordinate academic file transfers for traded players.
- Organize and maintain Member Team academic folders and player education records.
- Monitor reporting compliance and follow up with Member Teams and Academic Advisors regarding incomplete, late, or outstanding submissions.
- Support consistent record-keeping practices across the League.
Awards and Scholarship Administration
- Coordinate academic award nominations, eligibility documentation, and communication with Member Teams.
- Support the administration of academic awards, recognition programs, and related reporting.
- Coordinate scholarship activations, scholarship letters, invoices, reimbursement claims, and related communication with educational institutions, players, families, and Member Teams.
- Support scholarship account tracking and coordination with the Finance department.
- Assist with documentation and follow-up required to ensure timely and accurate scholarship processmg.
Standard Player Agreement and Liability Administration
- Support the administration of Standard Player Agreements, including signing, filing, distribution, and tracking.
- Maintain scholarship liability grids and related documentation.
- Prepare SPA-related communication, tracking updates, and follow-up materials for General Managers and internal staff.
- Support the tracking of scholarship liability implications related to Standard Player Agreements, Re-Sign Agreements, Overage Agreements, and education expense reporting.
Academic Advisor and Member Team Support
- Respond to inquiries from Academic Advisors and Member Teams regarding reporting procedures, education records, documentation, and system requirements.
- Provide support with digital reporting systems, education platforms, templates, and online tools.
- Develop and maintain resources, guidelines, and templates to improve reporting consistency across Member Teams.
- Assist with preparation for Academic Advisor meetings, communications, training materials, and follow-up items.
Website and Platform Support
Support the maintenance and organization of league education platforms, including:
- Academic Advisor Hidden Website
- Education Services Website
- Education reporting tools and shared digital resources
Responsibilities include uploading documents, updating resources, organizing platform content, assisting with troubleshooting, and supporting ongoing improvements to digital education systems and workflows.
Future System and Process Support
- Support the transition to improved digital education reporting systems and CRM platforms.
- Assist with data migration, testing, training, and implementation of support for League staff and Member Teams.
- Support the development and ongoing management of centralized education tracking systems and workflows.
- Assist with the modernization of Education Services processes to improve efficiency, accuracy, accountability, and reporting consistency.
Qualifications and Skills
The successful candidate will demonstrate:
- Strong organizational skills and attention to detail.
- Experience with administrative, financial, or data management processes.
- Proficiency with Microsoft Excel and comfort working with digital platforms and databases.
- Ability to manage confidential information with professionalism and discretion.
- Strong written and verbal communication skills.
- Ability to manage competing priorities and meet deadlines.
- Comfort working with internal staff, Member Teams, advisors, students, families, schools, and external partners.
- Experience with accounting software, financial systems, scholarship administration, education administration, or sport administration is considered an asset.
What We Offer
- A structured and supportive work environment designed to foster professional growth.
- Hands-on experience supporting league-wide education, scholarship, and player development initiatives.
- Exposure to multiple areas of OHL operations, including Hockey Operations, Finance, Member Team services, player support, and education programming.
- Mentorship and guidance from OHL staff.
- The opportunity to contribute directly to the continued development and modernization of Education Services across the League.
