Program Specialist, Sports

Sports Program Specialist

The Sports Program Specialist is responsible for the coordination, administration, and successful delivery of the City's youth and community sports programs. This position provides the administrative and operational support necessary to plan, organize, and facilitate sports programs while serving as a primary liaison between the City, community volunteers, coaches, officials, participants, families, and other program partners. The Sports Program Specialist is responsible for the behind-the-scenes administration and day-to-day coordination of sports programming, while also working directly with community volunteers to provide the structure, resources, guidance, and support necessary for them to successfully operate and participate in City programs. The position plays an important role in developing positive relationships with volunteers and the community and empowering volunteers to take ownership of appropriate program responsibilities. This is an active, field-based position. Regular presence at sports facilities, fields, courts, games, practices, tournaments, clinics, and other program activities is an essential component of the position. The successful candidate must be comfortable working outdoors for extended periods and working evenings, weekends, and varying schedules based on program needs.

Essential Functions

• Coordinate and administer City-sponsored youth, adult, and community sports programs throughout their various seasons and program cycles.
• Manage the administrative components of sports programs, including participant registration, team formation, scheduling, facility assignments, communications, documentation, fees, permits, and program records.
• Coordinate with City departments and staff regarding facility availability, field and court preparation, maintenance, equipment, safety, and operational needs.
• Develop and maintain program schedules, calendars, rosters, contact lists, forms, procedures, and other administrative records.
• Ensure programs operate in accordance with applicable City policies, procedures, regulations, contractual requirements, and governing organization standards, as applicable.
• Monitor participation, registration, staffing, facility utilization, equipment needs, and other program information.
• Assist with program budgeting, purchasing, expenditures, supplies, equipment, and other operational needs.
• Identify administrative and operational issues and develop practical solutions to improve program efficiency and service delivery.
• Serve as a primary City point of contact for community volunteers involved in sports programming.
• Recruit, organize, onboard, and support volunteers serving in roles such as coaches, team managers, program coordinators, event volunteers, officials, and other community leadership positions.
• Establish clear expectations, responsibilities, communication procedures, and operational guidelines for volunteers.
• Provide volunteers with the information, resources, training, tools, and support necessary to successfully perform their roles.
• Empower volunteers to take ownership of appropriate program responsibilities while maintaining appropriate City oversight, consistency, and accountability.
• Develop and maintain positive working relationships with volunteers and community partners.
• Facilitate communication between volunteers, City staff, participants, families, officials, facility personnel, and other stakeholders.
• Respond to volunteer concerns and assist in resolving conflicts, misunderstandings, and operational challenges in a professional and constructive manner.
• Encourage volunteer participation, leadership, and continued involvement in City sports programs.
• Maintain a regular on-site presence at sports fields, courts, facilities, games, practices, tournaments, clinics, and other program activities.
• Monitor program operations and provide on-site support to volunteers, coaches, participants, officials, and facility staff.
• Coordinate the preparation and use of fields, courts, facilities, equipment, signage, and other program resources.
• Monitor game-day and event operations and respond to scheduling conflicts, facility concerns, weather conditions, participant or parent concerns, and other unexpected issues.
• Coordinate with Parks and Recreation, Public Works, facility maintenance staff, contractors, officials, volunteers, and other personnel to address operational needs.
• Assist with implementation of safety procedures, emergency protocols, and risk-management practices.
• Ensure program activities are conducted in a safe, organized, professional, and welcoming manner.
• Assist with special events, tournaments, clinics, camps, leagues, and other sports-related activities