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Job Descriptions

MEET VOLUNTEERING JOBS

 

Swimmer Check-In

Check-in swimmers before the meet. Write race assignments for swimmers. Be available to the coaches at the start of the meet to confirm swimmer arrival. 

Meet Set Up

Set up head table, ready bench, and EZ-ups. Must be able to lift 100 pounds.

Snack Bar

Take customer orders and serve food

Timer

Check-in with Timer Coordinator to get stop watch and instructions. Times swimmers.

Ready Bench

Check-in swimmers at ready bench. Distribute lane cards to swimmers and line up swimmers by lane assignment.

Lane Runner

Check-in with Lane Runner Coordinator, Help distribute and collect lane cards from timers. Deliver lane cards to head table

Back-up Timer

Check-in with Timer Coordinator. Get a stop watch and instructions.

Ribbon Sorter

Attach labels to ribbons, sorts and files ribbons by swimmer, and works with the Head Table.

Clean-up

Break-down and clean up head table, ready bench and EZ-ups.

Timer Coordinator

*Timer experience required. Distribute stop watches and explain Timer responsibilities.

Ready Bench Coordinator

*Ready Bench experience required. Oversee Ready Bench Volunteers, check-in swimmers at ready bench, distribute lane cards to swimmers, line-up swimmers by lane assignment.

Lane Runner Coordinator

*Lane Runner experience required. Coordinate & assist Lane Runners, deliver lane cards to timers, collect lane cards from timers, deliver lane cards to head table.

Data Entry

*Not recommended for first time volunteers. Enters race results, creates ribbon labels, and works with Head Table volunteers.

Card Sorter

*Not recommended for first time volunteers. Sorts lane cards from each event and works with Data Entry volunteer.

Meet Announcer *Not recommended for first time volunteersAnnounces meet events over the PA System, coordinates with the meet official to keep things running smoothly. Must be easily understood and comfortable with public speaking. Familiarity with the flow of a swim meet is recommended.

 

 

 

KEY COORDINATOR POSITIONS

 

Volunteer Coordinator

Responsible for the sign up and management of Parent Volunteers. Ensures that all volunteer positions are filled for each swim meet. Communicates directly with parent volunteers regarding duties and assignments. Keeps the board informed of parents who do not fulfill their volunteer responsibilities. Oversees volunteer check-in at each meet.

Team Registrar

Oversees team registration, roster and swimmer eligibility requirements. Communicates with parents and team regarding registration.

Statistician

Responsible for entering and maintaining team stats and records. Prepares and submits ISL reports after each meet. Works directly with coaches to create meet entries. Works with team ribbon sorter.

Snack Bar Coordinator

Responsible for planning, purchasing and over-seeing the operation of team snack bar at all home meets.

Apparel Coordinator

Works with team president, or designee, to plan, order and distribute all team apparel and spirit wear. 

Sponsorship Coordinator

Responsible for developing a marketing plan which outlines sponsorship and fundraising activities. Supervises the person responsible to solicit sponsorships (ie. Head coach, parent volunteer). Pursues procurement of monetary or in-kind goods donations for the team.

Swim-A-Thon Coordinator

Plans, coordinates and runs team swim-a-thon event. Pursues the procurement of either monetary or in-kind goods donations to the team for use as prizes. 

Trophy Coordinator

Plans, prepares, orders and distributes team end-of-season trophies and awards.

 

Ribbon Sorter

Works with the team statistician to prepare and manage meet entries, ribbons and ribbon labels. Sorts ribbons each week for distribution at practice the following week.

Webmaster

Maintains team website, updates on a weekly, or as-needed, basis during the season.

Team Photographer

Responsible for taking, posting and maintaining team pictures at meets and team social events. The team will reimburse for any costs related to website postings and printing. 

Team Picture Coordinator

Responsible for soliciting a team photographer for the individual and team photo shoot. Works with coaches and Woollett Aquatic Center to schedule the day, time and location of the shoot. Manages distribution of order forms to parents, payments and distribution of finished photos. 

Champs Representative

Responsible for representing the team at all ISL meetings related to the Championship meet. Informs the board of team campsite location, Champs details and team assignment. 

Equipment Coordinator

Oversees team equipment, storage and maintenance. Brings equipment trailer to all meets. Supervises meet set-up and tear-down. Communicates with other teams regarding meets and family campsites.

Team Publicity Editor

Writes a team performance wrap-up after each meet for publication in the Irvine World News, weekly team email and the ISL Facebook page.

Meet Manager

Oversees swim meet preparation and meet management. Works with the volunteer coordinator to ensure parents are signed up for meet duties. 

Social Director

 Oversees the planning and operation of team social activities. Recruits and coordinates parents in running the events which may include Season Kick-Off Potluck, Team Beach Day, Pancake/Carbo Load Breakfast and Awards Banquet.

New Family Coordinator

Orients families that are new to the team, assists new families before and during swim meets, and ensures that they understand their obligations to the team. Supports the coordination of new families with the volunteer coordinator.

Social Media Coordinator

Manages & maintains team Facebook page, Twitter, Instagram and other accounts

 

 

 

ELECTED BOARD POSITIONS

 

 

President

The President presides at all meetings of the Board of Directors and of the HPSST, and calls such meetings. The President shall see that the Bylaws and other rules and regulations are diligently enforced, and shall supervise generally the affairs of the HPSST. The President shall perform such other duties as usually pertain to the office of President. The President shall serve on the Board of Directors as Chairman.

President-Elect

It shall be the duty of the President-Elect to observe the management and operation of the team, so that they will have a greater understanding of how to manage the team as President the following season.  The President-Elect shall serve on the team’s Board of Directors. The President-Elect shall perform all the duties of the President if a vacancy of the President occurs during a term of office. The President-Elect shall accede to the Presidency at the end of the current President’s term

Vice-President

It shall be the duty of the Vice-President to be responsible for the administrative operations of all HPSST Swim Meets in accordance with the HPSST Policies and Procedure, and all ISL rules and regulations.

Treasurer

The Treasurer shall receive, collect, and deposit all monies received by the HPSST. The Treasurer shall keep the usual book of accounts and all such records and books as directed by the ISL and HPSST Board of Directors. The Director shall report on income, disbursements, and liabilities. The Treasurer shall be bonded at the expense of the HPSST if requested by the Board of Directors. The Treasurer shall serve as an appointed member of the Board of Directors

Secretary

The Secretary shall keep an accounting of the minutes of each Board of Directors’ meeting and shall assist the President in administrative matters including compliance with HPSST Bylaws. The Secretary shall serve as an appointed member of the Board of Directors.