Community Use and Volunteer Coordinator/Sports Tourism

CLASSIFICATION TITLE: Community Use and Volunteer Coordinator

PURPOSE OF CLASSIFICATION

The purpose of this classification is to lead the Myrtle Beach Sports effort in the recruitment, training and assigning of volunteers for sports tourism events. Additionally, will serve as the primary point of contact for scheduling the use of city athletic facilities by community groups and visitor groups not requiring a licensing agreement; assist with the coordination of events; leading a crew of workers in the setup and teardown of sporting events.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. 

Leads and coordinates daily work activities of assigned crew or co-workers; confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations. And provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.
 
Ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals.

Leads and participates in the set-up, teardown, and cleaning of exhibitions, shows, tournaments, and other special events held at all venues: sets up bleachers, stages, courts, fields, stands, and various structures as required for each event; sets up barricades for crowd control; performs clean up after the events; and coordinates with event organizers to schedule load-in and move-out areas and times.

Maintains facilities; opens and closes facilities; ensures cleanliness of facilities; arranges facilities and equipment according to daily schedules, programs, and projects; moves, sets up, and tears down tables, chairs, etc.; inspects such for proper and safe operating condition; reports problems or needed repairs to appropriate personnel.

Assists with the coordination of pre-event activities: conducts facility tours; verifies agreements with clients; explains emergency response plan and usage regulations; identify client needs and requirements; prepares and distributes documentation to departmental staff including diagrams, schedules, utilities requests, etc.; provides event information for publication on website; coordinates third party service contractors for operation of the video board, portable toilets, concessions, security, temporary labor, etc.; attends meetings to ensure job responsibilities for all client needs and requirements are delegated; reviews liability insurance policies; monitors set up and status of work in progress and inspects completed work; monitors loading dock area.

Creates the quarterly volunteer newsletter, including responsibility for layout, writing, photography, editing and distribution.  Maintains the Myrtle Beach Sports Volunteer database, including current event listing and volunteer opportunities. Maintains the Official Myrtle Beach Sports volunteer webpages, including current event listing and volunteer opportunities. Assists with updating the Team Up scheduling calendar.

Monitors event activities to ensure safety and smooth operation of event staff and facilities; monitors facility and restrooms during functions; troubleshoots questions and problems during event; makes recommendations for resolutions; responds to emergencies, accidents and injuries during events; completes and distributes related documentation.

Assists with the coordination of post-event activities: monitors tear down and clean up after events; prepares post event summaries and evaluations; conducts follow up activities as needed.

Implements and facilitates sports tourism programs and activities, such as special populations education, tournaments, camps, sports leagues, and other programming for children, youth and adults; schedules facilities and grounds use; oversees and directs instructors and volunteers; provides information and direction, processes participant registrations.

Performs general customer service and administrative duties; greets and assists customers; receives and responds to inquiries, concerns and complaints of citizens regarding division programs, policies and/or personnel; conducts tours; attends meetings; answers the telephone; prepares reports and correspondence; copies and files documents; enters computer data, etc.

Promotes sports tourism programming and events; live streams events to increase public awareness and participation; makes presentations to civic and community groups.

Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; prepares purchase requisitions for needed materials, equipment, and supplies; receives/distributes incoming supply shipments.

Makes recommendations for budget requests for sports tourism; monitors adherence to established budgetary parameters.

Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individual; initiates any actions necessary to correct deviations or violations.

Prepares or completes various forms, reports, correspondence, and other documents, including invoices, event orders, security requests, schedules, diagrams, logs, registration forms, attendance sheets, incident reports, or other documents.

Receives various forms, reports, correspondence, and other documents, including lease agreements, insurance policies, site plans, event programs, exhibitor lists, invoices, manuals, catalogs, class rosters and attendance records, activity reports, incident reports, participant registrations, financial documentation, policies, procedures, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Communicates with supervisor, City employees, hotel staff, clients, third party service contractors, laborers, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Serves as a liaison to the local high schools and other organizations using the stadium.

Operates a personal computer, general office or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

Maintains a comprehensive, current knowledge of applicable policies, procedures, codes, regulations; maintains an awareness of new issues, methods, equipment, trends and advances in the profession; reads professional literature; maintains professional affiliations; participates in continuing education activities; attends meetings, conferences, workshops and training sessions as appropriate.

ADDITIONAL FUNCTIONS 

Performs other related duties as required, requested and assigned.

Associates degree in sports or business related field; one (1) year of experience in leading or conducting recreational and athletic programming, with demonstrated ability to perform the administrative and organizational aspects of coordinating sporting events preferred. Knowledge of outdoor sports, emphasis on track & field preferred.  Established relationships with sports, civic, or professional groups along the Grand Strand preferred. Proficient with Microsoft software including Outlook, Excel, Publisher, & Word. Must possess and maintain a valid driver’s license. Must possess and maintain CPR and First Aid certifications or the ability to obtain certification within one year.

ADA COMPLIANCE

 

Physical Ability: Tasks require the ability to exert moderate, though not constant physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

City of Myrtle Beach Benefits

No Cost Health, Dental & Vision Insurance for Fulltime Employees

401K & 457 Plans Available

State Retirement

Employee Wellness Clinic

Flex Spending Account

Employee Assistance

And much more

The City of Myrtle Beach, South Carolina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.