What are the responsibilities and job description for the Tennis / Pickleball Coordinator position at YMCA OF COLLIER COUNTY INC?
POSITION SUMMARY:
The Coordinator position supports the work of the YMCA of Collier County, Inc., a leading not-for-profit organization committed to strengthening the communities in Collier County through its core focus areas of Youth Development, Healthy Living, and Social Responsibility. The Tennis Branch Supervisor provides services to members and prospective members with tennis-related programs, schedules activities, lessons and court reservations, and helps plan and implement special events.
OUR CULTURE:
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.
ESSENTIAL FUNCTIONS:
Financial
- Ensure all participants are YMCA members and have paid a program fee, and that non-members have paid a program fee and/or guest fee. Verify all participants have paid before services are rendered.
- Track daily lessons and clinics, and ensure they are recorded properly in Daxko.
- Run daily financial reports to review payments for correct amount and correct programs/pros. Send corrections as needed to the Membership Director.
- Record lesson and clinic attendance into a member’s Daxko account. Add any clarifying notes in the alert section explaining the charge so that membership staff and the members are aware of when payment is due. Send a courteous email to the members reminding them of fees due.
- On a weekly basis, run a Daxko financial report for each tennis pro and check for accuracies with the pro. Submit a copy of the report along with a spreadsheet to Finance. Make out check request for tennis independent contractors and submit to Finance monthly.
- Check non-member payments for court rentals or round robin fees for tennis and pickleball.
Other Office Duties
- Manage all staff and tennis pro schedules including court maintenance staff.
- Meet with tennis pros to discuss schedules; review any issues, problems, or questions.
- Assist tennis and pickleball pros with completion of mandatory reports required by the CEO.
- Check tennis and pickleball court reservations and make sure courts are reserved for the pros.
- Schedule round robins, lessons, clinics, summer camps, quick start programs, and USTA team matches.
- Maintain weekly and monthly statistics.
- Answer inquiries from members and non-members about tennis and pickleball programs.
- Give tours of tennis and pickleball facilities.
- Walk courts early in the morning before play begins. Check the height (36”) and condition of tennis nets on a weekly basis. Report to all necessary staff any court conditions that need attention. Check that the courts are receiving adequate watering.
- Check the veranda/building for cleanliness. Replace water cups as necessary. Tidy up chairs and tables. Have maintenance empty trash as needed.
- Sweep and line courts when needed.
- Maintain tennis bulletin board. Create weekly calendar of tennis events and post. Create flyers as needed for specialized programs and events.
Team Responsibilities
- Attend yearly USTA meetings in Naples to keep abreast of policies and changes.
- Check with captains about team schedules.
- Go to USTA and CTA websites and print each team’s schedule and play roster. Check each player to see if they are YMCA member or if they need to pay nonmember league fees. Notify captains of their responsibility to follow up and not allow players to participate until league fees have been paid.
- Reserve appropriate number of courts for each team.
- If there are any conflicts with the team schedules, discuss with the pro an equitable solution and inform team captains of the date, time or location changes.
- Post team match info on wall calendar in tennis office so information is available to staff and others.
Round Robin Responsibilities
- Consult with the tennis pro(s) and post practice days, times, and number of courts available for round robins.
- Reserve the courts, check weekly that they are marked off correctly. Release any courts not needed 24 hours before the round robin is scheduled.
- Send reminder emails to players the day before the round robin is scheduled.
Special Events
- Consult with the tennis pro(s) and determine dates for any special events.
- Work with marketing to advertise and promote these events.
- Coordinate the players, partners and level of play in special events.
Every incidental duty connected with the Tennis Coordinator job cannot be specified in the position description and the colleague, at the discretion of the CEO, may be required to perform duties that are not included in this job description.
YMCA COMPETENCIES:
Supports the Mission, Vision, and Direction of the YMCA: Understands and supports the mission of the YMCA; displays the YMCA values of Caring, Honesty, Respect and Responsibility as well as displays flexibility and the ability to accept change. Is willing to try new methods and make suggestions. Shows a strong commitment to the YMCA, conveys enthusiasm for the YMCA and for his/her work.
Builds Community: Understands and embraces the role of volunteers; helps members and participants make connections to others and to the YMCA; practices effective relationship building techniques; supports the role of fundraising in achieving the YMCA mission.
Provides a Quality Experience for Members, Participants, Internal Customers and Others: Possesses the ability to deliver outstanding experiences for members, participants, internal customers, and others; builds warm and supportive relationships; consistently greets and assists everyone in a positive way; strives to provide service that will exceed expectations; responds to concerns and complaints in a way that makes each person feel valued; initiates action for prompt resolution; looks for better ways to serve and involve members, participants, internal customers, and others.
Works Productively: Demonstrates responsible actions; consistently performs duties in a safe and conscientious manner within agreed upon timeframes; follows standards, policies and procedures; is reliable and consistently punctual; actively participates in staff meetings, required trainings and other work-related activities; uses good judgement; uses YMCA resources appropriately and efficiently.
Uses Effective Personal Behaviors/Communicates Effectively: Treats everyone with courtesy, respect, and consideration; displays integrity; listens actively and genuinely; communicates in a clear and pleasant manner; embraces differences among people; demonstrates an active willingness to learn and grow; accepts constructive criticism; works cooperatively as a team member.
LEADERSHIP COMPETENCIES: (TEAM LEADER)
- Program Management
- Fiscal Management
- Functional Expertise
- Engaging Community
QUALIFICATIONS:
- Excellent organizational skills.
- Good oral and written skills.
- Strong public relation skills.
- Must be able to multi-task efficiently.
- Basic computer skills.
- College degree preferred.
- Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
- Understands the YMCA is a public accommodation committed to inclusion and compliance with the Americans with Disabilities Act (ADA).
Must be able to meet the Association’s background screening requirements.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to remain alert.
- Must be able to sit or stand for extended periods.
- Ability to perform strenuous physical tasks.
- Onsite attendance is required of this position.
TRAINING REQUIREMENTS:
- Completion of YMCA Child Sexual Abuse Prevention and Appropriate Touch classes
- Completion of the YMCA’s Blood Borne Pathogens training
- Completion of the Social Media & Digital Communications class
- Completion of the YMCA’s Safe Lifting training
- Additional training classes as required for this position to meet YMCA quality standards.
