Athletic Programs Coordinator

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At the City of Boca Raton, a career in public service is more than a job it's your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to their employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
• Continuous Service Benefit: Paid out annually after 5 years of service
• Work-Life Balance: Flexible work schedule
• Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

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General Statement of Job:

The Athletic Programs Coordinator position manages and oversees the day-to-day operations of athletic programs and events. This individual will be responsible for coordinating sports leagues, training schedules, and ensuring that all activities run smoothly. Under the supervision of the Athletic Programs Administrator, this position performs administrative duties such as billing and tracking field usage while ensuring all policies and procedures are safely met. In this role, excellent communication skills and the ability to manage multiple tasks efficiently are required.

Essential Functions

• Coordinate scheduling of practices, competitions, and events for recreational activities with internal and external user groups.
• Ensure logistical needs are met for events, such as facility bookings and proper field layouts.
• Act as a liaison between user groups and administration regarding program details and issues
• Prepare and present reports on program participation and residency breakdown.
• Monitor adherence to safety protocols, risk management policies, and ensure proper documentation of incidents or injuries.

Related tasks :

• Maintains records of participation and residency.
• Investigate complaints related to program operations, facilities, or staff, and propose solutions to improve the experience.
• Manage the booking of sports facilities (e.g., gymnasiums, fields, courts) for practices, events, and competitions, ensuring there are no conflicts with other programs.
• Performs related tasks as required

Knowledge, Skills and Abilities

Knowledge of:

• Program planning, scheduling and event management.
• Various sports rules, equipment and regulations.

Skilled in:

• Communication with the ability to deliver clear instructions to user groups and internal staff.
• Competency with sports management software, scheduling tools, and communication platforms.

Ability to:

• Adapt to changing schedules, weather conditions, and unexpected challenges that arise during athletic events or training sessions.
• Resolve conflicts and maintain a positive environment.
• Juggle multiple responsibilities, including planning, overseeing daily activities, and managing long-term projects.
• Address issues quickly and effectively, such as conflicts, logistical problems, or unanticipated changes in schedules.

Minimum and Preferred Qualifications

• Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in recreation, physical education or related field

PREFERRED QUALIFICATIONS:

• Experience in the field of venue booking and/or administrative office management.

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor's degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification

Physical and Environmental Demands and Conditions

The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Occasionally moving about within the immediate work area to accomplish tasks
• Occasionally repeating motions that may include the wrists, hands, and/or fingers
• Continuously remaining in a stationary position, often standing or sitting for prolonged periods
• Continuously communicating with others to exchange information
• Continuously operating a computer and other equipment using motions requiring manual dexterity or fine motor skills
• Continuously assessing the accuracy, neatness, and thoroughness of the work assigned
• Continuously observing details accurately and identifying variances
• Continuously working in a normal office environment with few physical discomforts
• Continuously maintaining regular in-office or on-site attendance

Essential Employee Designation

When normal operations of City departments are suspended or interrupted due to a declaration that a state of emergency exists, any employee may be deemed essential by the City. For the preparation and/or continuation of emergency operations or for special work detail, employees deemed necessary shall be required to work.

Benefits

BENEFITS SUMMARY Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows: Years of Service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1, each year - Paid during the month of December. Years of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,000 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (