We’re Hiring: Executive Director

15 Mar We’re Hiring: Executive Director

Vancouver Athletic Football Club (VAFC), the fastest growing and largest youth soccer club in Vancouver (2300+ youth), is looking for an engaging and self-motivated full-time Executive Director. The individual must have passion for working with volunteers and supporting youth sport. The Executive Director will oversee the administration and operations planning for VAFC and manage two House League Coordinators and a Bookkeeper. The position directly supports the Technical Director, Head Coaches and Age Group Coordinators (~25 volunteers).

Position and Compensation 

The position is full time, year round, independent contractor position. Hours of work, within the week, are generally flexible. Peak seasonal times include the winter program, spring league, and development programs. Must be able to work flexible hours and be able to attend evening meetings and weekend events.

The position is initially offered for: May 1st, 2020 to March 31st, 2021. The contract may be extended depending on the applicant’s success in the role across the season and upon renewed approval by the Board of Directors (BoD).

A competitive and commensurate contract is offered, starting at $60k per annum including vacation, based on experience. A valid driver’s licence and Criminal Record Check is required.

Please apply to vafcsherbot@shaw.ca and vafcclubcoordinator@gmail.com with your resume before April 7th, 2020. We appreciate your interest in the position, but only those invited for an interview will be contacted.

Responsibilities

1) Club Operations
Maintain and document club operational processes and manage administrative staff, including assisting in hiring and training

Build strong, positive relationships within VAFC, Vancouver Youth Soccer Association, and other key partners in the wider youth soccer community. A key element of success for the Executive Director will be to build relationships with members of VAFC by being visible at club events and on the soccer sidelines.

Ensure club operational needs are met including staff coverage of club operations, communicate to the BOD in a timely manner periods of absences and arrange, with the other administrative and technical staff for appropriate coverage. Ensure, with the Treasurer, the seamless and timely presentation of financial reports to the BOD

Coordinate the Annual General Meeting. Ensure an effective operations and registration management systems are in place, including selection and oversight of third party vendors. Work with the BOD to track and deliver on sponsorship commitments and other relevant contracts.

2) Volunteer Coordinator
Accountable for ensuring volunteer job descriptions and documentation is in place and up to date to ensure volunteers can be recruited and trained. Accountable for ensuring the recruitment, tracking and management of volunteers to ensure the club runs smoothly. Oversee Executive Directors to ensure that volunteers are assigned to specific tasks in a timely manner and that relevant training and support is provided to ensure successful completion of tasks and events. Work with the BOD, Age Group
Coordinators and other key volunteers to ensure the clubs operations runs smoothly throughout the season, troubleshooting where necessary.

3) Registration Management
Responsible for ensuring the evaluations and registration (winter and spring leagues) is planned, open and communicated using the Club database and other club communication channels in a timely fashion for winter season, spring season and year round Player Development events. This includes acquiring information and confirmation of all data required to ensure this is set up effectively (including sign off of Thresholds and Financial Information).

Accountable for ensuring that all members are registered through the Club’s database.

Responsible for all payment processing. This will include processing refunds and following up on outstanding payments with the support of the Director, Player Registration.

4) Evaluation and Team Formation
Working with Club’s Technical Director and Head Coaches and Age Group Coordinators to recruit coaches and assistant coaches to form teams. Working with the Club’s Technical Director and Head Coaches to ensure all processes and procedures for the Evaluation and Team Formation is up to date and communicated to volunteers.

5) Equipment and Uniform Management
Work with the Director of Equipment and Equipment Manager to understand the equipment and uniform requirements; place orders in a timely fashion. Accountable for ensuring all team uniform and equipment bins are equipped with the appropriate items and ready for distribution.
Work with the Director of Equipment and Equipment Manager and other equipment volunteers to ensure that all uniforms and team equipment are distributed at the beginning of the season and collected at the end of the season.

6) VAFC Club Communications
Work with the Director of Communications and Director of Technology to keep the Club’s website up to date and to communicate with Club members. Work with the Director of Policy and Risk Management to organize and maintain a standardized policies and manuals library. Working with the Divisional Age Group Coordinators to ensure the weekly schedules are published and communicated in a timely fashion.

7) Player Development Program and Coaching Support
Work with the Technical Director and Director of Player Development to help administer the player development program (sessions to run in fall, winter, spring and possible spring break) Ensuring all events are set up as a registration link and communicated to all members.

8) Referee Coordination
Ensure a Referee Coordinator is in place, trained and has a pool of referees to assign to games. Ensure that the Referee Coordinator is aware of the latest list of existing member referees.

9) House League Game Schedules
Accountable for ensuring schedules are created for the U6, U7 & U8 teams at our house chapters and schedules are created for the Grandview teams.

10) Gym/Field Permit Management & Scheduling
Work with the Director of Fields and Technical Director to coordinate field bookings (and ensure permits are in place by the appropriate dates) for winter and summer practices and for ad hoc or irregular field requests with the Vancouver Park Board, Vancouver School Board, and other field entities, and maintain positive relationships with the Parks Board and School Board field persons.