Club Liaison Officer - Ottawa, Canada - Maverick Volleyball

Description

Club Liaison Officer

Position Reports to:
Director of Operations


Term:
Part-time


Salary: 25$/hour - 3-8 hours per week


Application deadline:
May 1, 2024


About Mavs
The Maverick Volleyball Club serves Ottawa and its surrounding communities in providing our youth with high-quality volleyball programs.

Our Club takes pride in our successful track record of promoting and fostering leadership, organizational, team, and life skills for the benefit of its members.

Job Summary

The Club Liaison Officer (CLO) develops relationships with outside organizations to facilitate administrative operations and to enable flexibility with special requests such as registering teams without rosters, missing deadlines, waiving fees, etc.

The CLO focuses on the team related activities in MRS, while the Traveling Team Program Coordinator focuses on the athlete and coach related MRS activities.

The position acts as a single point of contact for the OVA, VQ, International and Volleyball Canada.

Building a strong relationship with the governing bodies results in them looking out for our club and reaching out if they have questions or think we may have missed a deadline.

The position provides Administrative Rule interpretations (not volleyball related); avoids bombarding the OVA and other organizations with the same questions.

Key responsibilities include:

• Relationship Management
• Build relationships with key operational people at the various governing bodies
• Designated Club Contact
• Represent our interests
• Support their efforts
• Monitoring OVA and VC website
• Communicate important information within the club
• Listen to, summarize and communicate OVA townhalls
• OVA Season Tournament registrations
• Setup and manage the team tournament plans with coaches
• Coordinate with the Traveling Team Program Coordinator for access to the Team Folders (currently held in Google because Coaches require access to them)
• Create and maintain the Tournament Registration Tracking Spreadsheet (also used by the Traveling Team Program Coordinator and the Scheduling coordinator)
• In late September begin tournament registrations in MRS
• Act as a secondary team contact to the Traveling Team Program Coordinator for every team in MRS.
• Be familiar with the tournament registration deadlines AND the Youth Competitions Manual (both posted on the OVA website)
• Coordinate with Traveling team program coordinator to ensure that TLS teams are aware of the different age group rules between the OVA and Volleyball Canada (Nationals is 14U only)
• Weekly registrations for tournaments based on OVAs weekly deadlines (6weeks prior to each event)
• Handle late registrations and late withdrawals when required
• Submitting expense/confirmation to Zoho to charge to the appropriate team
• Review Team tournament plans with Head Coaches. Ensure Team Managers take responsibility of monitoring OVA schedules
• OVA Provincials Registration
• Ensure Registration for provincials is completed opened in November to January for each Comp Team, while being mindful of cashflow
• Registration is completed in MRS
• Track confirmations of registrations in the SharePoint spreadsheet and share with Team Managers
• Share information around provincials with team managers and coaches
• CTC to Traveling team transition
• Coordinate with CTC Program Coordinator, Traveling Team Program Coordinator and Technical Committee in midOctober
• Set timelines for tournament registrations for the new teams expected to be formed from the CTC
• Set timelines for coaches and rosters to be inputted into MRS
• Coordinate with the OVA for exceptions to register teams for tournaments without rosters (need team created and coaches registered in MRS at a minimum).
• Maintain consistent communication with the two Program coordinators to ensure a smooth transition
• Communicate with team managers on Provincials requirements
• National Championship registration
• January registration for national championships
• Coordinate expression of interest process gathering team intent, reviewing with Technical Committee to determine if submit 'extra' EOIs for 17/18Us to increase chances of getting a spot.
• Submitting EOIs done through links provided on VC website.
• Monitor all communications from VC during the period between EOI submission and invites from the results of the lottery and communicate with coaches.
• Monitor inbox for invites as there is a 24hour window to accept and register in Sportlomo
• Share list of teams attending Nationals with HR so they can cross check to ensure all coaches meet the Nationals coaching requirements (different than OVA requirements)
• Meet deadline given by VC to manually input all rosters in Sportlomo and the rosters match the rosters in OVA's MRS.
• Volleyball Quebec tournament registration
• In September, Research and provide information on VQ sanctioned events to coaches.
• Register teams as needed based on their tour