Position Advertisement
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The Stafford Area Soccer Association (SASA) is seeking an individual to direct and coordinate the 2009 St. Patrick’s Day tournament.
Position Title: Soccer Tournament Director
Job Classification: Part Time throughout the year (May 15, 2008 – May 15, 2009)
Compensation:Salary plus bonus structure commensurate with knowledge and experience
Description:
The Tournament Director is a representative of SASA and is responsible for planning, overseeing, and directing all activities required for a smooth running, successful soccer tournament. The Director will establish and manage the execution of the tournament plan. The Director will lead, organize, and oversee all activities for the tournament. The Director will lead and guide the tournament committee which is made up of approximately forty key contacts. Activities include but are not limited to tournament publication, team registration, site management, identification and organization of vendors, volunteers and other key representatives within the soccer organization that work to support the tournament efforts.
The Director will establish the schedule and the budget, maintain all paperwork and oversee the funds in coordination with the SASA Treasurer. The Director will report frequently to the SASA board and/or the Travel Director before, during, and after the tournament event. In addition to tournament planning materials, a written closeout report will be prepared following the tournament. This report will include a summary of tournament preparation activities, vendor listings, financial summary, lessons learned and recommendations for the following year.
The current position is responsible for only one travel tournament. The position has the potential for expansion if the Director and SASA are interested in organizing additional tournaments.
Interested candidates should have the following:
- A resume or letter outlining relevant experiences.
- Strong organizational, management, motivational skills and attention to detail.
- Self motivation and collaboration skills
- A good working knowledge of Microsoft office products such as Word, Excel and MS Project.
- Efficiency with email communications.
- Experience with tournament management software is a plus.
- Knowledge of past SASA tournaments is helpful.
- Ability to communicate effectively both in writing and orally.
- Ability to identify problem areas and develop troubleshooting plans.
- Ability to work effectively with both adults and children.
- Knowledge of the local, regional and national youth soccer market.
Tournament Director Job Description
General Description:
The Tournament Director is a representative of SASA and is responsible for planning, operating, and directing all activities required for a smooth running, successful soccer tournament. The Tournament Director will establish and manage the execution of the tournament plan. The Director will lead, organize, and oversee all activities for the tournament. This position requires an organized person who can handle issues calmly as they arise. Diplomacy is key! A partial list of the tournament Coordinator’s/Director’s duties can be found within this job description.
Note: The current position is planned for one annual travel tournament. SASA would eventually like to expand the position to additional tournaments for both the Recreational and Classic divisions as well. SASA is looking to establish a long term agreement for the right candidate/s.
Estimated time requirements:
- 2-4 hours per month preparing and presenting at SASA board meetings
- 8-16 hours per month planning and coordinating activities.
- Additional time may be needed in the one month prior and the month of the tournament
- One weekend in mid March for hosting the SASA tournament
Compensation:
- Salary of $8000 - $12000 depending on experience
- Salary is usually paid quarterly, but timing is negotiable.
- % of all tournament income (other than registration fees)
Details of Tasks:
Duties More Than 120 Days Prior to the Arrival of the Tournament:
- Establish and manage a detailed plan and schedule for preparing and executing the annual travel tournament.
- Establish budget estimate for upcoming tournament. With input from the SASA Travel Division Treasurer, provide a statement of planned revenues and expenses at monthly board meetings.
- Participate in monthly board meetings to provide ongoing status of tournament planning activities.
- Coordinate and meet with outside organizations such as VYSA, Referee Assignors, County Representatives, Business vendors, athletic directors and others to establish a working relationship and prepare for the tournament support activities.
- Coordinate with SASA representatives such as Technical Director, Operations Manager, Treasurer, Field Coordinator and various Division Directors to prepare for tournament activities.
- Submit applications and requirements for USYSA/VYSA to sanction the established tournament
- Broadly publicize the upcoming tournament
- Establish registration procedures and coordinate with SASA web master.
- Establish application procedures and registration database.
- Establish descriptions for volunteer and tournament committee responsibilities and procedures.
- Schedule and confirm that field requirements are met
- Identify and facilitate the use of common services (vendors, suppliers, concessionaires, materials, forms, trophies, hotels, referees, programs, t-shirts, etc.) that will be used for the tournament.
- Order all materials necessary to run the tournament.
- Ensure all permits are obtained and paid.
- Review, revise and confirm tournament rules and regulations
- Develop and maintain a database of volunteers to be applied to various functions as the tournament nears
- Confirm dates and key tasks are met based on plan.
Duties within the 120 Days Prior to the Arrival of the Tournament:
- Recruit subcommittee heads and hold periodic meetings with them all
- Chair, manage and lead committee meetings
- Establish, lead and manage volunteer committees to ensure that all tournament support responsibilities are effectively covered during the tournament weekend.
- Communicate timely and effectively with all tournament participants, volunteers, vendors, etc.
- Mentor, advise and provide direction to site Coordinators.
- Maintain all paperwork such as fliers, permits, news articles, sponsor solicitation letters, rules, roster forms, medical release forms, receipts, etc.
- Prepare and/or approve all communications to teams that are applying for tournament
- Develop brackets and seeding for teams.
- Establish tournament scheduling procedure and ensure it is entered into database
- Establish score reporting and score keeping procedures to be used during tournament.
- Manage the design, procurement and distribution of tournament support items such as, t-shirts, awards, field equipment, promotional items.
- Collaborate with clubs and leagues throughout the region
Duties During the Tournament:
- Facilitate and Monitor Tournament activities
- Make the job “fun” for volunteers.
- Be present at key venues such as registration, site Coordinator pick up etc.
- Be readily available via cell phone and email at all times.
- Provide timely direction, guidance, and decision making for all site Coordinators
- Ensure scores/results are posted promptly
- Ensure incident situations are resolved timely and efficiently
- Administer the tournament as far as conflicts and rules interpretations if needed.
Duties Following the Tournament:
- Complete and consolidate end-of-tournament reports outlining issues, improvements, and suggestions for the following year
- Ensure all excess tournament items are prepared for storage. Ensure they are clean and organized for the following year.
- Report all scores and red card summaries as needed.
- Itemize remaining items, missing items or replacements needed.
- Complete and send post-tournament reports in a timely and accurate manner including the following:
o Prepare a tournament close-out report for the SASA Executive Board and Travel Director. The report should include: a summary of tournament preparation activities including key milestone dates, vendor listings, financial summary, lessons learned and recommendations for the following year
o Prepare any close-out reports or summaries needed by VYSA, referee assignor, county or other support organizations.
