Program Coordinator, Regional and Specialty Programs

Program Coordinator, Regional ProgramsPosition Reports to: Program Manager, Regional and Specialty ProgramsTerm : Part-timeHours: Approximately 18 hours per weekSalary: 25$/hour
About us:The Maverick Volleyball Club serves Ottawa and its surrounding communities in providing our youth with high-quality volleyball programs. Our Club takes pride in our successful track record of promoting and fostering leadership, organizational, team, and life skills for the benefit of its members.
Role Overview:The Regional Programs Coordinator is responsible for coordinating all resources required to successfully deliver Maverick’s Regional Training Centre (RTC), Elite Development Centre (EDC), Beach Volleyball Development Centre, Post Secondary Development Centre, Garneau Sport-Études and Gatineau LTP-Rec and Learn to Ref (LTR) programs throughout the year. They provide the administrative and logistical support needed for the and Program Lead and Managers to implement the vision for these regional and community programs.
Key Responsibilities:
1. Registration and Athlete Admin

• Set up registrations for all Regional Programs (RTC, EDC, BVDC, PSDC) LTR and Sport-Études Gatineau in League Apps or Amilia.
• Manage the registration system for these programs and act as a “SuperUser” for regional program registration and rosters.
• Manage and resolve athlete and parent inquiries related to these programs; escalate more complex or technical questions to the designated Program Manager.
• Provide support to other users including coaches, administrators, and partner schools.
• Ensure stakeholders (athletes, families, coaches, partner schools) receive accurate and timely program information.
• Monitor and report on registration levels, group composition, and attendance to the Program Manager; provide suggestions on utilization and group adjustments for final decision.

2. Training schedule and coach administration

• Coordinate training schedules for RTC, EDC, BVDC, PSDC, LTR Sport-Études and Gatineau in collaboration with program leads and partner schools.
• Upload and maintain schedules in the ERP/system (LA/Amilia, spreadsheets, calendar tools) and communicate schedule changes promptly.
• Support coach scheduling for regional programs and liaise with the Program Manager regarding coach assignments, substitutions, and coverage.

3. Facilities coordination

• Coordinate with the Facilities Manager and external partners (schools, municipalities, sport centres) for gym locations and training times for all regional programs.
• Track and communicate in-season changes to facilities, and update schedules and stakeholders accordingly.

4. Equipment and Uniforms

• Assist in the distribution of equipment needs (balls, carts, nets, training tools) for each regional program and coordinate with the Equipment Manager.
• Coordinate uniform/gear and prizing needs with the Marketing/Branding department where applicable.
• Ensure all programs receive required materials in a timely manner, particularly at season start and key competition phases.

5. Communication; website, LA (Amilia), Social Media

• In coordination with the PM, Provide Website/Branding departments with updated Regional Programs, Sport-Études and Gatineau information for maverickvolleyball.ca and applicable social media pages.
• Ensure timely updates in both official languages (English and French) where applicable, particularly for Gatineau and Sport-Études content.
• Support drafting and sending key program communications (season start info, schedule changes, evaluation and selection notices, etc.).
• Regularly monitor website to ensure accuracy of program information

6. Program Feedback and Surveys

• Coordinate surveys for athlete/parent satisfaction, coaching, and overall experience for regional programs.
• Record Net Promoter Scores and other key feedback measures and provide results to the Technical Director and Program Manager.

7. Meetings

• Attend department meetings as required

Competencies:

• Strong communication skills (verbal and written)
• Organization

Skills:

• Problem solving and conflict resolution
• Fast Learning of Computer Applications

Preferred Education and Experience:

• High school diploma
• Sports business management program (asset)
• Bilingual, English & French (asset)