Operations Coordinator Lead - Youth Sports

Oversees the development, implementation, and evaluation of athletic programs for youth, teens, and families, including football, basketball, and community outreach. Assists with managing staff, ensuring operational excellence, fostering community partnerships, and maintaining program documentation and reporting to ensure high-quality, engaging experiences for participants.

Leadership by Values

• Establish and maintain a high level of citizen confidence.
• Constantly discuss and refine team members core values to inspire them to achieve our shared values and shared purpose, vision, and mission.
• Establish and maintain exceptional relationships with all internal team members and external stakeholders.
• Create a work atmosphere that is safe, healthy, secure, and is conscious of work-life balance as well as the Park District’s goals.
• Ensures a welcoming culture that cultivates inclusivity, equity, diversity and belonging for all people and aspects of our organization.

Operational Excellence

• Coordinates, supervises, and evaluates athletic programming, including youth tackle football, flag football, youth basketball, community outreach, grant-related programming, and RPS collaborative programming. This includes afterschool programs, summer programs, camps, and special events.
  
• Oversees on-site operations for programs and events, including youth sports activities, registration, and monitoring staff ratios.
• Substitutes for program staff or arranges substitutes as needed.
  
• Gathers, transports, and sets up supplies and equipment for program sites. Maintains inventory and ensures proper usage and storage.
  
• Maintains and enforces all safety procedures, rules, and policies established by the Rockford Park District.

Program Development/Implementation

• Collaborates with the Youth Sports Supervisor to analyze, monitor, and enhance program content, participation levels, and participant outcomes.
  
• Designs and implements program components, including league structures, team placements, schedules, and online league standings.
  
• Prepares and distributes program information, including schedules and updates, to participants and stakeholders before the start of each season. 

Staff Development

• Recruits, hires, trains, schedules, and supervises Youth Sports Program Assistants and volunteers.
  
• Coordinates and delivers staff orientation and training on policies, behavior management, and sports skill development.
  
• Provides ongoing feedback and performance evaluations for program staff to enhance leadership skills, curriculum implementation, and site-specific operations.
  
• Organizes and conducts coach and parent meetings to ensure alignment with program goals and expectations.
  

Community Relations/Partnerships

• Communicates effectively and positively with participants, staff, parents/guardians, and collaborating agencies to ensure a high-quality program experience.
• Represents the Rockford Park District in maintaining and fostering partnerships with public, non-profit, and private organizations.
• Meets with parents/guardians regularly to address concerns, share updates, and foster engagement.
• Participates in community events and maintains relationships with cooperative clubs and community partners like RACVB, AAU Track & Field, USATF, and Jr. NBA. 

Teamwork

• Participates in production meetings, assists with event planning, and supports various roles during programs and events to ensure their success.
  

Documentation/Reports

• Manages program documentation and reporting, including business transactions, staff timesheets, equipment inventories, accident reports, site logs, weekly attendance, grant-related documentation, and monthly reports for the Operations Superintendent.
  
• Uses customer registration software (RecTrac) to input and generate reports, track attendance and finances, and analyze participant demographics.
  

Financial/Budgets

• Utilizes financial resources efficiently and in compliance with policies. Maintains an adequate inventory of supplies and equipment to meet program needs..

Compliance

• Enforces all rules, regulations, and policies established by the Rockford Park District to maintain a safe and respectful program environment.

Organizational Development

• Assists in creating marketing and promotional materials to support program visibility and participation.
• Coordinates and prepares meeting agendas, materials, and notes for internal and external meetings.
• Provides administrative support to the Youth Sports Supervisor and General Manager as needed.