Sports & Fitness Coodinator
Job Responsibilities
The HYP Sports & Fitness Coordinator manages and advances all aspects of sports and fitness programming.
He/she is responsible for executing existing sports and fitness programming, and creating new programming
under the sports & fitness umbrella. The Sports & Fitness Coordinator will serve as a positive and professional
representative of HYP Sports, and will work to continually improve the programing and quality of HYP Sports &
Fitness.
Reporting to the Executive Director, responsibilities include, but are not limited to, team registration,
scheduling, referee coordination, equipment and apparel purchasing and distribution, supervision of leagues,
reporting of scores and standings, as well as other duties and essential functions as assigned (outlined below).
I.
Referee Coordination
a. Recruit and evaluate groups of appropriate referees for each League
b. Collect scores following games and post to website
c. Create & deliver score sheets for refs (applicable leagues only)
d. Serve as the primary contact for referee questions, concerns, issues
e. Make reservations
f. Contacts
i. Payroll
1. Ultimate Frisbee and Flag Football: Log each referee’s hours each week and
request check payments for each referee each week
2. Dodgeball and Kickball: ASA Referees used – Payment given in full at the
beginning of the season.
II.
Equipment/Paint/Supply Responsibilities
a. Keep a running inventory of supplies
b. Order supplies as needed and pick up orders at Kelly’s Sports (before & during league as
needed)
c. Delivery and set-up of supplies in sports budget at facilities before the season and throughout
as needed
d. Manage payments
III.
Fields
a.
b.
c.
d.
e.
Equipment coordination for fields with officials before and during season
Organize supplies needed per field for use by referees/field supervisors
Paint and line the fields as needed and coordinate volunteer assistance
Field supervisor if no volunteers sign up
Organize league dates for the calendar year (schedule the regular season, playoffs, weather
make-up dates)
f. Field reservations
g. Review and sign location contracts
h. Manage payment
Sports & Fitness Coodinator
Job Responsibilities
IV.
Website
a. Record and post scores/standings in software & on website the day after games
b. Create and manage website content
c. All sports pages, scores, standings, pictures, calendar, etc.
d. Give sports information to marketing committee for promotion
V.
Registration
a. Maintain Registration process for each league
i. Create Leagues in software with the maximum number of teams and registration date
reminders.
ii. Move teams to division preference manually
iii. Confirm all players have paid and agreed to the waiver
iv. Problem Solving, e.g. discount codes
T-shirts
a. Coordinate with the supplier when orders will be placed (ex: Registration ends 10/25, placed
order 10/28)
b. Order, pick-up & distribute to teams at captains meeting
VI.
VII.
Communication with Participants (Captains & Players)
a. First to reply to [email protected] emails
b. Communicate suspensions and rule violations to team captains
c. Weekly emails with League & Sponsor information
VIII.
League schedules
a. Create league games schedule
b. Handle issues that arise mid-season (including but not limited to: rain delays, game
cancellations, emailing players to notify, emailing players to re-schedule, contacting location
representatives & referees to re-schedule)
c. Create playoff schedules in a timely manner and post on league page
IX.
Weather Cancellations
a. Email players/update website when games are cancelled due to weather
X.
Trophies
a. Order & deliver to fields at the end of each season
Sports & Fitness Coodinator
Job Responsibilities
During Off Time/Outside of Registration Periods, Oversee Membership Management:
I.
II.
III.
Membership Report
a. Bi-Weekly online report of upcoming membership expirations
i. Email members reminding them to renew
Bi-Weekly mailing of Membership cards
Maintain Membership Database