We’re Hiring: VAFC Manager of Operations and Administration

28 Aug We’re Hiring: VAFC Manager of Operations and Administration

Vancouver Athletic Football Club (VAFC) is the fastest growing and largest youth soccer club in Vancouver (2300+ youth), and we are seeking an engaging and self-motivated full-time Manager of Operations and Administration with a passion for working with volunteers and supporting youth sport.

The Manager is responsible for administration and operations of VAFC, managing part-time program staff, and overseeing a part-time Bookkeeper. The Manager reports directly to the Board of Directors and works closely with VAFC staff, Technical Director, and team of volunteer Age Group Coordinators (~25 volunteers).

Overview of the Position

This is a full-time, year-round, independent contractor position. While work hours within the week are generally flexible, our organization has peak times during the week and seasonally that require availability including at times on the field with our membership. Peak seasonal times include registration and start up of our winter program, spring program, development programs and player evaluations. In addition, the position involves attending occasional evening meetings and weekend events.

The contract is typically a one-year term and will be extended depending on the applicant’s success in the role across the season and upon approval by the Board of Directors (Board). A competitive compensation is offered based on experience. In addition, VAFC will reimburse the Manager of Operations for a monthly mobile phone and data plan, and for out of pocket expenses for office supplies such as printer paper and ink, as approved by the Directors.

The Manager must maintain a valid driver’s licence and Criminal Record Check is required. As an independent contractor the Chief Club Coordinator will be responsible for providing a home office, mobile smart phone, computer with Internet and e-mail access.
Please apply to vafcsherbot@shaw.ca in confidence with your resume before September 7, 2020. We appreciate your interest in the position, only those invited for an interview will be contacted.

Qualifications

This is an exciting leadership role, and the successful candidate will:

• Have an entrepreneurial mindset, and are known to be a self-starter who enjoys trouble shooting and a busy operational team environment;
• Be a strong leader with exceptional organizational, communication, planning and leadership skills who organises and oversees multiple staff and volunteers to ensure key activities are managed and implemented;
• Be proficient in the use of MS Office or equivalent products for word processing, spreadsheet and database management and e-mail; and
• Have experience as a volunteer or employee of an amateur sports organization, or in a similar operational or business environment.

Summary of Responsibilities

VAFC Operations and Administration

Manage administrative staff, including House Mini and House Junior Coordinators and Bookkeeper. Maintain and document club operational processes and documentation. Ensure club operational needs are met. Work with the Treasurer to ensure financial reports are created and presented to the Board. Plan and run the Annual General Meeting. Ensure effective operations and registration management systems are in place, including selection and oversight of third-party vendors. Work with the Board to track and deliver on sponsorship commitments and other relevant contracts.

Volunteer Coordinator

Maintain volunteer job descriptions and ensure volunteers are recruited, trained and managed for key roles and ad-hoc events to ensure the club runs smoothly. Support House League Coordinators to ensure 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.

Registration Management

Ensure player evaluations and registration (winter and spring leagues) is planned and communicated to Club members in a timely fashion for all events and that all players are registered through the Club’s database. Process payments, including processing refunds and following up on outstanding payments with the support of the Director, Player Registration.

Player Evaluation and Team Formation

Work with the Technical Director, Head Coaches and Age Group Coordinators to recruit coaches and assistant coaches to form teams. Support the Technical Director to deliver player evaluations and team formation, ensuring volunteers are recruited for all roles.

Equipment and Uniform Management

Work with the Director of Equipment and Equipment Manager to plan equipment and uniform requirements, place relevant equipment and uniform orders in a timely fashion. Oversee the preparation, distribution and collection of team uniform and equipment bins for each season.

VAFC Club Communications

Work with the Director of Communications to maintain the VAFC website and communicate regularly with Club members. Work with the Director of Risk Management & Policy to maintain a standardized policies and manuals library. Work with the Age Group Coordinators to ensure weekly schedules are published and communicated in a timely fashion.

Player Development Programs

With the Technical Director and Player Development Coordinator administer fall, winter, spring and summer development programs, ensuring registration is set up and communicated to all members.

Referee Coordination, House League Game Schedules

Oversee a volunteer Referee Coordinator ensuring a referee pool is trained, and that referees are assigned to games. Ensure schedules are created for the house league teams.

Gym/Field Permit Management & Scheduling

Work with the Director of Fields and Technical Director to ensure field bookings and permits are maintained and in place for winter and summer practices and for ad hoc field requests. Maintain relationships with Vancouver Park Board, School Board and other field agency staff.