Athletic Program Coordinator

Athletic Program Coordinator

The Athletic Program Coordinator serves as an athletic program manager that oversees citywide athletic opportunities for youth and adults, athletic facilities, open spaces and special projects. This position has direct oversight of the Walnut Creek Athletic complex which is a 204-acre complex with 9 fields that hosts 30-40 local and national tournaments each year and attracts over 40,000 visitors annually. This position plans, organizes, and directs operations and activities by performing the following duties personally or through subordinate employees. Work Hours: Flexibility is required in this position to be available for staff meetings, facility events, and providing coverage to part-time staff. This can include night and weekend coverage as needed.

Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Administration of athletic leagues including marketing, registration, record keeping, recruitment of program staff, assignment of players to teams, scheduling meetings, practices, games & tournaments, and procurement and distribution of equipment. Oversight of game day operations to include game summary sheets, payroll and field & staff scheduling, as well as managing inclement weather response, evaluation of fields, participant safety and canceling/rescheduling games. Support the Athletics Division programs and events through rotating on-call responsibilities.
• Management of general and revolving funds, tracking and reporting of expenses and analysis of facility & program spending needs. Record management including personnel files, registration forms, disciplinary action, etc. Coordination of facility rentals, processing rental inquiry forms, handling refunds, issues and return of deposits.
• Develop, deliver and enhance new and existing facility rentals, athletic programs and special events for youth and adults for the City of Raleigh and surrounding areas. Evaluation of program needs through community engagement, marketing and surveys. Assessment of current programs including review of registration numbers, cost analysis and evaluations. Management of questions, complaints, refund requests, transfers or exceptions. Handle escalating facility & program issues, patron and coach issues, and requests and evaluations.
• Hire and supervise qualified part time staff, volunteers and contracted employees to include recruiting, interviewing, testing candidates and onboarding. Schedule staff for required trainings and shifts to support facility and league operations. Verify and enter payroll, confirm/review invoices from contracted employees. Conduct annual performance evaluations, address and document disciplinary issues and conduct regular staff meetings.
• Regular inspection of assigned park and all facility amenities. Submission of service requests, assessment of facilities before and after rentals, programs and events with support from Parks Maintenance staff. Management of facility upgrades and coordination of volunteer projects. Responsible for upkeep of sites emergency supplies and monthly inspections.
• Participate in opportunities such as design resource teams, public leadership groups and citizen planning committees as well as citywide strategic plan teams as assigned. Required attendance at staff meetings, trainings and assigned committees.

Typical Qualifications

Education and Experience: Bachelor's Degree in Leisure Activities, Physical Education, Sports/Athletics, Therapeutic Recreation or related field; 3 to 5 years' experience in recreation program/activity and/or special event implementation, marketing, coordinating, or related work OR Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted Licensing and Certifications: Valid North Carolina Class C Driver's License with a satisfactory driving record, or the ability to obtain within 60 days of hire Preferred Qualifications: Certified Park and Recreation Professional (CPRP) certification Certified Youth Sports Administrator (CYSA) certification

Additional Information

Knowledge Of: Principles and practices of program administration, management, critical thinking, analysis, and qualitative/quantitative research Current best practices, trends, and emerging technologies related to the field, including marketing and customer service Project management methodologies and modern budgeting practices Supervisory principles and techniques, including coaching, training, and leading the work of others (as applicable) Methods for organizing, prioritizing, assigning, and monitoring work (assignment-specific) Specialized equipment and modern office technology relevant to the area of assignment Applicable federal, state, and local laws, codes, and regulations (as applicable) Athletic league and tournament management, including planning and coordination of related programs and projects Skill In: Coordinating deadlines, prioritizing workload, monitoring project schedules and compliance, and overseeing assigned work Conducting research on industry trends, solutions, and best practices by gathering data, analyzing findings, and applying logic and reason Interpreting, monitoring, and reporting financial information and statistics Supervising staff, evaluating performance, and providing coaching or training (as applicable) Delivering effective customer service Using computers and relevant software applications to prepare reports, documents, and presentations Applying strong communication and interpersonal skills to interact effectively with coworkers, supervisors, the public, and others ADA and Other Requirements: Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Work Environment: Work is typically performed in an office or similar indoor environment. Employees may occasionally work in an outdoor environment and in a vehicle. Work Exposures: Work in this position does not require frequent environmental exposures. City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.