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

Sports Program Administration and Coordination

• 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.

Volunteer and Community Coordination

• 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.

Field and Event Operations

• 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

Typical Qualifications

Minimum Qualifications Education and Experience Any combination of education and experience that provides the knowledge and abilities necessary to successfully perform the duties of the position. A typical qualifying combination may include:

• An associate degree or higher in recreation administration, parks and recreation, sports management, public administration, business administration, or a related field; and
• Two years of experience coordinating recreation programs, sports programs, youth programs, community programs, volunteer-based organizations, or a closely related field.
• Relevant experience in sports programming, recreation, community organizations, volunteer coordination, or municipal programs may be considered in lieu of some educational requirements.

Knowledge of

• Principles and practices of recreation and sports program administration.
• Youth and community sports programming and operations.
• Volunteer recruitment, coordination, engagement, and development.
• Customer service and community relations.
• Program registration, scheduling, recordkeeping, and general administrative practices.
• Basic budgeting and financial management principles.
• Sports facility, field, and event operations.
• Safety and risk-management practices applicable to recreation and sports activities.
• Microsoft Office and other software commonly used for program administration, registration, scheduling, and communication.
• Applicable City policies, procedures, regulations, and requirements related to recreation and sports programming.

Ability to

• Coordinate and administer multiple sports programs and activities with varying schedules, participants, facilities, and operational requirements.
• Organize complex administrative processes while maintaining accurate records and meeting deadlines.
• Build productive relationships with community volunteers and empower them to successfully fulfill program responsibilities.
• Work independently while coordinating effectively with City staff, volunteers, contractors, officials, and community members.
• Exercise sound judgment and make timely decisions in a busy, public-facing environment.
• Resolve conflicts and sensitive situations professionally, diplomatically, and fairly.
• Communicate clearly and effectively, both verbally and in writing.
• Provide excellent customer service to participants, families, volunteers, and members of the public.
• Manage multiple priorities and adjust to changing program needs and circumstances.
• Work effectively in an outdoor recreational environment and adapt to changing weather and field conditions.
• Establish credibility and trust with volunteers while maintaining appropriate City oversight and accountability.
• Maintain a professional and positive presence during games, practices, events, and other public activities.

Supplemental Information

Program Development and Improvement

• Evaluate sports programs and identify opportunities to improve program quality, efficiency, participation, and the overall participant experience.
• Gather feedback from participants, families, volunteers, coaches, and staff and make recommendations for program improvements.
• Develop and recommend improvements to administrative processes, scheduling, communications, volunteer coordination, facility use, and program operations.
• Assist in developing new sports programs, leagues, clinics, tournaments, camps, and recreational opportunities based on community needs and interests.
• Research and incorporate appropriate industry practices, trends, and standards into City sports programming.
• Maintain awareness of applicable rules, regulations, safety standards, and best practices related to youth and community sports.
• Other related duties as assigned.

Customer Service and Community Relations

• Provide professional, responsive, and courteous customer service to participants, parents, volunteers, coaches, officials, and community members.
• Respond to questions, concerns, complaints, and requests for information and resolve issues within established policies and procedures.
• Communicate program information clearly and consistently through email, telephone, meetings, written materials, social media, and other appropriate communication methods.
• Assist with outreach, marketing, registration drives, and other efforts to increase participation and community engagement.
• Foster a positive, inclusive, respectful, and family-friendly environment within City sports programs.
• Serve as a visible and approachable representative of the City during sports activities and community events.

Special Requirements

• Must be willing