Job title: Program Coordinator
Reports to: Manager of Indoor Programs
Term: 6-months
Work Location: 60 Scarsdale Rd, Unit 111, Toronto, ON and onsite at event locations.
Hours: 37.5 per week Note: Hours worked will vary during event delivery periods
Salary: Commensurate with experience
Posting Date: February 28, 2024
Closing Date: March 13, 2024 – 11:59pm

The Program Coordinator plays an administrative and event management role in delivering the Competitions program for indoor and beach. The Program Coordinator collaborates with various OVA staff and Committee members to organize competitive tournaments for Ontario teams across age divisions and assists in planning and executing Canada's largest provincial volleyball Championship tournaments. Over the summer, the Program Coordinator supports the Athlete Development staff with the coordination and delivery of Team Ontario programs as required at various locations across the province and Beach events. 

Competitions Support Indoor and Beach

• Creating and managing registrations in the Membership Registration System (MRS).
• Verify, record/post all team rankings throughout the season.
• Verify, record/post, and manage competitions results on the OVA website.
• Liaison with Competitions Hosts to trouble shoot issues.
• Liaison to teams leading up to tournaments via email and phone communication.
• Ensuring referees are assigned via the Arbiter online assigning platform.
• Communicate with Referee Assignors to ensure assignments and monitor referee invoicing for every tournament.
• Manage specific competitions pages of the OVA website to ensure content is concise and up to date.
• Assisting with distribution of host packages.
• Develop post season and event feedback surveys.
• Facilitate team entries for National Championships and provide seeding information to Volleyball Canada.

Ontario Championships

Assist the Manager of Indoor Programs and Manager of Beach Programs with the organization and delivery of Ontario Championships competitions including, but not limited to:

• Coordinate event registration planning and execution.
• Schedule and seeding of assigned age groups.
• Coordinate the collection and verification of all rosters.
• Support event logistics– shipping, booking set up and tear down crews, etc.
• Booking accommodation for referees.
• Attend all Indoor Championship events in April.
• Attend one of the Beach Championships events in August. 
• Assist with post event survey creation and reporting as required.

Athlete Development

Support Support the Athlete Development staff with the coordination and delivery of Team Ontario programs as required, including but not limited to:

• Communicate schedules for camps with coaching staff, chaperones, integrated support team and facility contacts.
• Facilitate the distribution of clothing packages to athletes and coaches.
• Provide on-site support to athletes and coaches during training camps and be the onsite liaison to participants and the Facility Operation staff.
• Communicate key information to athletes/parents and respond to questions and inquiries in a timely fashion.
• Track and submit program expenses to the Athlete Development Director.
• Participate in meetings with Athlete Development staff.

Other

• Assess event/program feedback and provide innovative improvements and/or enhancements.
• Attend staff, committee, stakeholder meetings and Board meetings as required.
• Provide support to OVAtion Awards Banquet and Special Projects as requested.
• Act as an Ambassador for the OVA.
• Other duties as assigned.

• A college or university degree preferred.
• Event management or sport association experience preferred.
• Strong organizational skills, time management and attention to detail.
• Strong multi-tasking skills and ability to prioritize.
• Excellent computer skills in a Microsoft Windows environment (must include Excel).
• Ability to meet tight deadlines and work well under pressure.
• Ability to work as part of a team or work independently and under minimal supervision.
• Excellent interpersonal, oral and written communication skills to interact with membership.
• Ability to work flexible hours including weekend and extended hours as required.
• Travel is necessary - valid driver’s license required.

• Cover letter summarizing motivations, expected salary range and candidate’s main skills related to the position.
• Resume.
• Reference Letters (2) + contact information of a third reference.

Please submit your resume electronically by quoting “Program Coordinator Application” in the subject line (MS Word or pdf format only) ccampbell@ontariovolleyball.org by March 13, 2024, by 11:55PM.