Operations Coordinator Lead - Youth Sports Job at Rockford Park District in Rock

Description

TitleOperations Coordinator Lead - Youth SportsDepartmentYouth SportsStatusPart-Time 0.88 FTEOffice LocationWebbs Norman CenterReports ToYouth Sports Program SupervisorWage$19/hourPosition Description
Oversees the development, implementation, and evaluation of athletic programs for youth, teens, and families, including football, basketball, and community outreach. Assists with managing staff, ensuring operational excellence, fostering community partnerships, and maintaining program documentation and reporting to ensure high-quality, engaging experiences for participants.

ROCKFORD PARK DISTRICT VISION, MISSION AND LEADERSHIP BY VALUESAgency VisionTo be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.Agency MissionThe Rockford Park District is in business to "help people enjoy life" by providing a quality park and recreation system.Vision & Planning SystemThe District aligns itself and all its resources to achieve its purpose, vision, mission, and priorities. This successfully drives the strategic plan, operational plans, and performance goals.Policy Management & Operations SystemEvery team member serves as an active contributor in the development of the team's operational plan; develops job strategies and plans that support the team's operational goals; identifies timetables for completion; plans daily work activities in an organized manner ensuring effective utilization of time and resources in the completion of job tasks.Leadership by Values SystemLeadership by Values can only be achieved if all team members believe in and live by these shared values: accountability, integrity, passion, agility, relationship oriented, results driven, service oriented, respectful, and innovative. While all team members share these essential values, our culture is enriched by and welcomes the diverse supporting values of its team members.Diversity, Equity, Inclusion and Belonging StatementThe Rockford Park District is committed and accountable to being a place where everyone is invited and belongs, as demonstrated by being an inviting, equitable, and inclusive environment, respectful of all people, embracing diversity, creating accessibility and valuing all team members, partners and community members for their unique experiences and backgrounds.

RELATIONSHIPS TO RESULTS CULTUREDefinitionSustained by long-term, positive, exceptional relationships with stakeholders and team members as our hallmark of success.

ONE TEAM, ONE GOAL COMMITMENTDefinitionTo work together to achieve the mission, vision, and shared values of the Rockford Park District.ConnectednessDepartments are truly interconnected to support the mission and vision of the Rockford Park District.

ESSENTIAL FUNCTIONS include the following. Other duties may be assigned
Leadership by Values

• Establish and maintain a high level of citizen confidence.
• Constantly discuss and refine team members core values to inspire them to achieve our shared values and shared purpose, vision, and mission.
• Establish and maintain exceptional relationships with all internal team members and external stakeholders.
• Create a work atmosphere that is safe, healthy, secure, and is conscious of work-life balance as well as the Park District's goals.
• Ensures a welcoming culture that cultivates inclusivity, equity, diversity and belonging for all people and aspects of our organization.

Operational Excellence

• Coordinates, supervises, and evaluates athletic programming, including youth tackle football, flag football, youth basketball, community outreach, grant-related programming, and RPS collaborative programming. This includes afterschool programs, summer programs, camps, and special events.
• Oversees on-site operations for programs and events, including youth sports activities, registration, and monitoring staff ratios.
• Substitutes for program staff or arranges substitutes as needed.
• Gathers, transports, and sets up supplies and equipment for program sites. Maintains inventory and ensures proper usage and storage.
• Maintains and enforces all safety procedures, rules, and policies established by the Rockford Park District.

Program Development/Implementation

• Collaborates with the Youth Sports Supervisor to analyze, monitor, and enhance program content, participation levels, and participant outcomes.
• Designs and implements program components, including league structures, team placements, schedules, and online league standings.
• Prepares and distributes program information, including schedules and updates, to participants and stakeholders before the start of each season.

Staff Development

• Recruits, hires, trains, schedules, and supervises Youth Sports Program Assistants and volunteers.
• Coordinates and delivers staff orientation and training on policies, behavior management, and sports skill development.
• Provides ongoing feedback and performance evaluations for program staff to enhance leadership skills, curriculum implementation, and site-specific operations.
• Organizes and conducts coach and parent meetings to ensure alignment with program goals and expectations.

Community Relations/Partnerships

• Communicates effectively and positively with participants, staff, parents/guardians, and collaborating agencies to ensure a high-quality program experience.
• Represents the Rockford Park District in maintaining and fostering partnerships with public, non-profit, and private organizations.
• Meets with parents/guardians regularly to address concerns, share updates, and foster engagement.
• Participates in community events and maintains relationships with cooperative clubs and community partners like RACVB, AAU Track & Field, USATF, and Jr. NBA.

Teamwork

• Participates in production meetings, assists with event planning, and supports various roles during programs and events to ensure their success.

Documentation/Reports

• Manages program documentation and reporting, including business transactions, staff timesheets, equipment inventories, accident reports, site logs, weekly attendance, grant-related documentation, and monthly reports for the Operations Superintendent.
• Uses customer registration software (RecTrac) to input and generate reports, track attendance and finances, and analyze participant demographics.

Financial/Budgets

• Utilizes financial resources efficiently and in compliance with policies. Maintains an adequate inventory of supplies and equipment to meet program needs..

Compliance

• Enforces all rules, regulations, and policies established by the Rockford Park District to maintain a safe and respectful program environment.

Organizational Development

• Assists in creating marketing and promotional materials to support program visibility and participation.
• Coordinates and prepares meeting agendas, materials, and notes for internal and external meetings.
• Provides administrative support to the Youth Sports Supervisor and General Manager as needed.

Requirements

Education/Experience
Associate degree with some college level coursework in Recreation, Physical Education, Sports Management, or related field. At least 5 years' experience working in Sports related programming (organizing, coaching, officiating, or overseeing athletic leagues and tournaments).

Critical Skills, Knowledge, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Must be at least 21 years of age.
• Must have a strong knowledge of program sports (football, soccer, basketball, and agility training) their rules and equipment.
• Experience coordinating/scheduling athletic leagues a plus.
• Must have a valid driver's license for transportation between multiple sites.
• Must be available Monday-Saturday between the hours of 7:00am- 6:00pm, occasional Sundays, and on-call during the length of the summer season.
• Ability to establish and maintain effective relationships with other District employees.
• Be flexible and willing to effectively manage risk.
• Have the ability to communicate in written and spoken forms.
• Possess excellent customer service skills.
• Have the ability to troubleshoot problems.
• Have the ability to implement Rockford Park District policies and safety standards.
• Must have outstanding decision making ability.
• Must have excellent management skills.
• Must have a valid driver's license.

Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Medium work:

• • Exerting up to 50 pounds of force occasionally
  • Exerting up to 20 pounds of force frequently
  • Exerting up to 10 pounds of force constantly to move objects.

• Must be able to perform moderately physically intensive tasks, potentially including any combination of the following: climbing, balancing, stooping, sitting, kneeling, crouching, crawling, reaching, standing, walking, pushing, lifting, grasping, feeling, talking, repetitive motions, substantial movements (motions) of the wrists, hands, and/or fingers.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Significant environmental factors are applicable to this position.