Program Coordinator - Adult Sports

Position Summary

Under the direction of the Associate Executive Director of Sports, the Program Coordinator, Adult Sports is responsible for planning, coordinating, and executing the daily operations of First Coast Games and adult sports leagues, as well as facilitating volunteer recruitment and onboarding for YMCA sports programs.

This position ensures organized, engaging, and high-quality sports experiences through effective event coordination, team communication, relationship building, inventory management, and day-to-day operational direction of part-time Sports Associates.

Essential Functions

First Coast Games (FCG)

1. Coordinate the planning, scheduling, logistics, and execution of First Coast Games events, including sporting competitions, opening and closing ceremonies, event preparation, equipment needs, and on-site operations to ensure safe, organized, and positive participant experiences in alignment with program goals and expectations established by the Associate Executive Director of Sports.
2. Serve as the primary point of contact for team captains, coordinating meetings, developing agendas, maintaining accurate team rosters and contact information, and communicating event schedules, guidelines, registration information, and program updates.
3. Collaborate with the Activation team to build and maintain strong relationships with participating organizations, teams, and team captains, fostering continued engagement and participation in First Coast Games.
4. Collaborate with Marketing and vendors to promote events through social media, promotional materials, and website updates, and coordinate event apparel design, ordering, and distribution.

5. Coordinate and oversee event operations, providing direction and support to part-time Sports Associates and volunteers to ensure events are executed safely, efficiently, and consistently with YMCA program standards.

1. Administer the First Coast Games points system, track event results, maintain accurate master standings, and coordinate the ordering and distribution of trophies, medals, and awards.

7. Maintain event equipment and supply inventories, coordinate purchases within established budget guidelines, and collect participant feedback to identify opportunities for program improvement.

Volunteer Recruitment and Onboarding

1. Recruit prospective volunteers to support YMCA sports programs, leagues, and events, managing inquiries, applications, interviews, reference forms, and ongoing communication throughout the onboarding process.
2. Collaborate with Human Resources to ensure required background screenings, online training, and other onboarding requirements are completed and accurately tracked before volunteer placement.
3. Build positive relationships with prospective volunteers and coordinate their transition to the appropriate Sports Director upon completion of all onboarding requirements.

Adult Sports Leagues

1. Coordinate the daily operations of adult sports leagues, including game scheduling, program logistics, and communication of league schedules, guidelines, and operational updates.

2. Provide day-to-day operational direction and support to part-time Sports Associates responsible for league activities, ensuring games are executed safely, efficiently, and consistently with YMCA program standards.

3. Serve as the primary operational point of contact for team captains and participants, maintaining positive relationships, responding to inquiries, and coordinating with the Associate Executive Director of Sports to address program concerns.

4. Coordinate league equipment, apparel, awards, and supplies, including ordering, inventory management, and distribution, while providing on-site operational support to ensure safe, organized, and positive participant experiences

5. Ensures all First Coast YMCA standards and best practices are implemented and followed.

6. Applies YMCA policies and procedures, including those related to best practices, emergency procedures, medical and disciplinary situations and child abuse prevention.

7. Ensures the health and safety of all members/guests.

8. Inspect physical space to ensure the safety, orderliness, sanitation and cleanliness of facilities.

9. Demonstrates compliance with YMCA Child Abuse Prevention and Abuse Risk Management policies.

NOTE: This job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.

YMCA Competencies (Leader)

Values: Accepts and demonstrates the Y's values.

Volunteerism: Recruits volunteers and builds effective, supportive working relationships with them.

Relationships: Builds rapport and relate well to others.

Communication: Listens for understanding and meaning; speaks and writes effectively.

Project Management: Establishes goals, clarifies tasks, plans work, and actively participates in meetings.

Self-Development: Pursues self-development that enhances job performance.

Qualifications

• Minimum of one year of experience in managing and executing sports, programming, recreation, event operations, or a related field preferred.
• Strong organizational and project coordination skills, with the ability to manage multiple activities, schedules, and deadlines.
• Excellent interpersonal, communication, and customer service skills, with the ability to build positive relationships with participants, volunteers, staff, and community partners.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and the ability to use social media and other communication platforms.
• Ability to work independently, take initiative, solve problems, and maintain accurate program records.
• Ability to assist with program budgeting, purchasing, and inventory management.
• Ability to learn and adhere to YMCA programs, philosophies, policies, and mission.
• Ability to work a flexible schedule, including evenings and weekends, based on program and event needs.
• Typical requirements within 30 days of hire include CPR, First Aid, and AED certifications.
• Completion of YMCA program-specific certifications and required training.
• Must pass Level 2 Background Screening. Level 2 is a fingerprint check of state and federal criminal history information conducted through the Florida Department of law Enforcement (FDLE) and Federal Bureau of Investigation (FBI).

Physical Demands

Sufficient strength, agility, and mobility to perform essential functions and coordinate program activities in a wide variety of indoor and outdoor locations.