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Job Descriptions 2018

Tidalwaves' Volunteer Job Descriptions


Job descriptions are organized on this page by their Volunteer Job type.  If you click on the Event/Job tab (sign ups available as of February 21st) and select the “Volunteer Jobs” category you will see four options.  Within each of these options are the job sign up pages.  A family is required to do 18 points of volunteer service for the team for the 2018 season.    

All Season/Lead Jobs  Swim Meet Jobs Team Event Jobs Team Event Lead Jobs

 

All Season/Lead Jobs

All season jobs represent leadership jobs for the team and/or jobs that require working within a team of people that perform the same function at most or all meets or most or all home meets.  These jobs generally require families with a little more experience on the team, although quick studies who are not afraid to roll-up their sleeves and help teach others often do fantastic with these roles!

Job Name

Description

Points

Requirements

Age-Group Coordinators

Responsible for a particular age-group.  Responsible for confirming swimmers who will be participating in relays at each meet. Responsible for signing in swimmers at the beginning of each meet. 8 & Under and 9-10 coordinators are also responsible for helping to line-up swimmers at the start of each race.  Coordinators must be present for the duration of at least 3 home meets and at least 1 away meet.  These are season-long positions. No experience required. Training/instructions will be provided.

18 points

Must work a total of 4 meets.

Age-Group Coordinator Lead Point person for all the Age Group Coordinators (AGC's) - responsible for training, organization, and coordination.  Disseminates swimmer age-group lists, responsibilities, and team information to AGC's.  Responsible for phone/email communication with AGC's.  This is a season-long position. Previous experience as an age-group coordinator is required. 18 points This person will serve as one of the specific age group coordinators.

Announcer
 

Announces event, heat, swimmer’s name and lane number for each race, using the public- address system. Also responsible for other announcements during the meet.  Should/Must be comfortable with public speaking, with good timing and pronunciation.

18 points

Must work at least 1 shift (meet half) at all home meets.

Coaches Appreciation Week Coordinator

Responsible for organizing and running the Coaches Appreciation Week activities. This includes drafting communication about the activities to go out to team (last year's message is available for you), involving kids in creating a special recognition memento or gift for each coach, organizing cash collection via Paypal or similar service, and presenting the cash collection and other creative cards/gifts to the coaches on the last day of the Coaches Appreciation Week.  Past year's ideas can be shared with you.

18 points

Coaches Appreciation Week is generally the first week of June.  Must be available at least 4 days that week. Check with board on exact dates each year.

Colorado Timing Lead

Operates timing system at home meets, only one person per shift (works with Colorado assistant), two shifts per meet. Works closely with the computer operator, starter, and announcer during home meets.  This is a season long position, in the shade.  Home meets only.  Experience is required.

18 points

Must work at least 1 shift at all home meets.

Colorado Timing Crew

Assists in the operation of the timing system at home meets, only one person per shift (works with Colorado lead), two shifts per meet. Works closely with the Colorado timing system lead, computer operator, starter, and announcer during home meets. These are season-long positions in the shade. Home meets only. Experience is helpful but not required.

18 points

Must work at least 1 shift at all home meets.

Computer Results Entry

Meet data entry, report and label printing. This is a season-long position. Home meets only.  Computer expertise and/or experience are helpful (but not required), along with a willingness to learn. Training will be provided to anyone interested.

18 points

Must work at least 1 shift at all home meets.

Computer Data Verification Specialist

Review, correct and validate swimmers' times and meet results.  This is a season-long position.  Home meets only.  Data experience and fine attention to detail required along with a willingness to learn.  Training will be provided to anyone interested.

18 points

Must work at least 5 shifts.  Home Meets only.

Computer Desk- Meet Lead Data entry, report and label printing for all home dual meets. This is a season-long position. Person monitors the computer desk at home meets (including Colorado timing system, meet event results, lane sheet checkers, and printing of event results and ribbon labels).  Additionally there are extensive reporting responsibilities after both home and away meets. Computer expertise and/or experience required, along with a willingness to learn. Additional training will be provided to anyone interested. 18 points

Must work at least 1 shift at all home meets.

Computer Mid Week Lead (2 positions) Mid-week data entry and preparation in advance of each dual meet (both home and away). This is a season-long position.  Computer expertise and/or experience are helpful, along with a willingness to learn. Responsible for following up with families to ensure all meet entries are submitted in time for hand-off with dual meet opposing team, or MSL coordinator for Champs/All Stars.  Work closely with Coach Marie to ensure accuracy of relay entries.  18 points Must be available on Wednesdays mornings or afternoons to help with entries and Wednesday and sometimes Thursday evenings for meet seeding.

Computer Heat/Lane Sheet Printer

Over 500 pages of lane sheets and heat sheets need to be printed before each home meet, once the meet has been seeded (usually completed Thursday morning).  Using the Team Unify Touchpad software (on the team computer) and the team printer, and paper purchased by you, print the standard set of reports for each meet, collate, and deliver to the pool Saturday morning by 9:30amAttention to detail is critical, as these reports must be delivered complete and 100% accurate.

18 points

Must be available to complete printing on Thursday or Friday and deliver to the pool by 9:30am Saturday morning. 

Computer Post Meet Lead

At the end of each meet, results must be reported to the MSL Reporter (once draft results are reviewed and approved by each coach), and records must be entered into the website as well as kept separately for end of season Team Record breaker trophies.  Also responsible for end of season Waterdog T-shirt verification reports and disseminating and confirming information with AGCs and/or families. 

18 points

Must be available Saturday evening after each meet.

Meet Breakdown Crew

A break-down crew is needed for each of the 4 home meets of the season.  Break- down team is responsible for packing everything up at the end of the meet (Colorado timing system, desks, folding chairs, PA system, speakers, touchpads, canopy tents, trash cans, etc.).  Requires ~1.5-2 hrs after meet.  Home meets generally end between 2:00 and 3:00 p.m..  No experience required.

18 points

Home Meets only. Must work a total of 5 shifts at home meets.

Meet Breakdown Lead

Responsible for organizing break-down crew for home meets. This is a season-long position, and some experience is required. 

18 points

Home Meets only.

Meet Set Up Crew

A set-up crew is needed for each of the 4 to 5 home meets of the season.  Arrive at home meets ~2 hours before the start of the meet. Help to set-up Colorado timing system, desks, folding chairs, PA system, speakers, touchpads, canopy tents, trash cans, etc.  This is a season-long position with assignments scheduled by the crew lead.  No experience required.

18 points

Home meets only. Must work all home meets.

Meet Set Up Lead

Responsible for organizing and leading the set-up crew for time trials and home meets. This is a season-long position, and some experience is required. Must also be available to run the 'pre-season' set-up.

18 points

Home meets only. Must work all home meets.

Equipment Manager

Responsible for equipment maintenance including tents, electronics, tables, etc. plus small special projects, and equipment purchasing.  This is a full season long position.  Experience and own tools required.  18 points Work is 'as needed' throughout the season.
Meet Volunteer Check-in (2 positions) Responsible for checking in Tidalwaves’ volunteers and handing out name tags, at the beginning of each meet. Responsible for notifying the volunteer coordinator of any no-shows. No experience required. 18 points Must work a total of 4 meets, either all home meets or all away meets plus time trials.

Officials - Referee

Referee for home meets. This is a season-long position, and experience is required. Note: Training can be arranged for those that are interested.  Requires knowledge of, or avid interest in the rules of competitive swimming.

18 points

Must work a total of 5 shifts at home meets ( including Time Trials meet).

Officials - Stroke & Turn Judges

Monitors swimmers during races to ensure fair competition and compliance with rules for starting, swim strokes, turns, and finish.  Judges are responsible for disqualifying swimmers for rule violations. Stroke and Turn are season-long volunteer positions. Stroke and Turn judge's shifts run for 1/2 of the meet - first half or second half.  Note: There is a need for more stroke and turn judges.  Requires some knowledge of, or avid interest in the rules of competitive swimming. Stroke and turn clinics are offered by the MSL to train new judges each year.

18 points

Must work at least 5 shifts at meets (including Time Trials meet).

Officials Lead

Responsible for scheduling all meet officials (referee, starter, stroke and turn, and relay exchange judges). 

18 points

This person will also act as one of the officials. Must work a total of 5 shifts at meets (including Time Trials meet on April 23).

Officials – Starter

Calls the swimmers to their mark, starts the race, and judges that the start was fair. Responsible for calling false starts. Officials Coordinator will schedule shifts according to availability, with a different starter for the first-half and second-half of the meet. Experience
is required.
Note: Back-up starters are needed, and training can be arranged for those that are interested. 

18 points

Must work at least 5 shifts.  Home meets only (including Time Trials meet on April 23).

Registration

Responsible for pre-season registration using Team Unify system, including email reminders to people who need to complete registration forms and/or complete payments. Includes coordination and communication of New Swimmer Assessments.  Experience and long term commitment to team required.  

18 points

 

Ribbons Co-Lead (2 positions)

Coordinate the preparation of ribbons for swimmers, orders ribbons at the beginning of each season.  Each swimmer in every heat gets a ribbon. The ribbon volunteers affix labels (automatically prepared from the meet computer) to the appropriate ribbons, and files them in the ribbons box. Swimmers pick up their ribbons at the next practice. Experience required.  

18 points

Must work a total of 4 shifts at home meets.

Snack Bar BBQ Co-Lead (2 positions)

Responsible for scheduling BBQ crew for home meets and for helping with set up and breakdown of BBQ.

18 Points

Must work a total of 4 home meets, shared between 2 leads, i.e. 2 meets each lead.

Snack Bar Lead Co-Lead (2 positions)

Responsible for smooth running of snack-bar (except for BBQ)  including organizing the food/menu and direction of crew regarding set-up, operation, breakdown etc.  Lead helps direct food buyers based on demand/size of visiting team.  Lead selects crew shift lead to assist in management of crew of snack-bar helpers.  This is a season-long position, for all home meets.  Shared with 2 people. 

18 points

Must work a total of 4 home meets shared between 2 leads, i.e. 2 meets each lead.

Snack Bar Shopper - COSTCO and Snack Bar Shopper - Local

Responsible for purchasing snack bar supplies for home meets and bringing to the meet or prep area.  We purchase at COSTCO, Safeway, Starbucks and other local shops. Home meets only. Scheduling and responsibilities to be determined by the snack bar lead.   No experience required.

18 points

Snack Bar Lead will provide direction. Must work all 4 home meets.
Snack Bar Home Preparation Buy, bake, and deliver 40 potatoes (russett and sweet) for ALL home meets.

13 points

Snack Bar Lead will provide direction. Must work all 4 home meets.
Snack Bar Utensil Washer and Propane Tank Filler  Responsible for collecting BBQ and other snack bar utensils at the end of each home meet, taking them home and returning them to the pool by 9:00am on the day of the next home meet.  Also responsible for checking on the propane tanks and refilling them as needed to ensure propane is ready to go for the next home meet.

13 points

Snack Bar Lead will provide direction. Must work all 4 home meets.

Swimathon Co-Lead (2 positions)

Responsible for organizing annual Swimathon fund raiser. Learning Team Unify Fundraising system to disseminate information to swimmers to help collect pledges. Organizing time/date, advertisements, reminders, parent volunteers, and prizes for Swimathon. Instructions and materials from previous years will be provided.  Returning family with previous swim-a-thon experience a plus.

18 points

 

Team Communications & Website Lead

Responsible for regular email announcements and reminders to Tidalwaves swimmers and parents. Responsible for answering and/or re-directing inquiries from questions@gowaves.com on the Tidalwaves website. This is a season-long position, and requires some familiarity with Team Unify software and/or eagerness to learn.  Training can be provided on software.  Ability to answer questions for team is dependent on years of experience with team.

As Website Lead, responsible for regular update of website, posting photos, meet results, announcements etc. This is a season-long position, and requires some familiarity with web software and/or eagerness to learn.

18 points

This is a year long position in support of Fall, Winter, and Spring/Summer seasons.

Team Gear Co-Lead (2 positions)

Responsible for organizing team gear helpers, ordering Tidalwaves team gear (swim suits, T-shirts, caps, etc.), collecting orders, and selling team gear at swim meets and other Tidalwaves events.  Experience required. 

18 points

Must be available for pre-season ordering, scheduling and training.

Team Gear Sales Crew

Responsible for collecting orders and selling team gear at swim meets and other Tidalwaves events as described below.  Some experience and/or willingness to learn required. 

  • Weekday sales (Splash Week) are in the evenings during swim practice (roughly 5:30 - 8:00pm).
  • Weekday assist with T & B suit sales (2 nights generally mid March)--dates and times will be posted under Event "Team Suit Fitting".
  • Pizza Cheer Night positions are for entire event (roughly 4:30 - 7:30pm).  See website for Pizza Cheer Night date.
  • Awards banquet positions are to help with distribution of team gift and waterdog shirts. See website for Awards banquet date.
  • Swim meet sales are for home meets only (See meet schedule), broken into 1st half shifts and second half shifts.
     
18 points Must work a total of 4 shifts, 2 meet shifts and 2 event shifts.

Team Photographer

Action photos at swim meets. Responsible for taking pictures at meets and Tidalwaves events. Responsible for sending selection (15 - 20) of cropped, edited, subject specific (e.g. team spirit, triumph, effort, fun) pictures to webmaster for posting no more than 2 days after swim meet or team event, and for posting more extensive photos to the Tidalwaves photos page. Some photography experience required.

18 points

Not available as a job for 2018.

Head Timer Co-Lead (2 positions) Organizes the timers for each meet, and arranges back-up timing for all races. Responsible for scheduling changes and replacements for timers as necessary. This is a season-long position, and experience is required. 18 points Must work a total of 4 shifts at home meets.

Volunteer Administrator & Volunteer Coordinator

Responsible for pre-season volunteer sign-ups using Team Unify system, including tabulation of volunteer points and email reminders to people who need to sign-up for additional hours. Sending out requests for additional volunteers as needed during the season. Re-scheduling volunteers as necessary (volunteers are responsible for arranging their own replacements).  This is done from home, on-line.  Experience required.  Note: There is a need to have a second (back-up) person to learn the on-line system.  Training will be arranged (and volunteer points awarded) to someone who is interested. No experience necessary, but computer proficiency is useful.

18 points

 

 

 Swim Meet Jobs

Typical MSL swim meets last approximately 5 hours.  Volunteer positions for these single meet jobs are arranged in shifts for the first-half and second-half of the meet.  Sign up for these jobs under the meet days that work best with your schedule.

Job Name

Description

Points

Requirements

All-Stars Volunteer Lead Organizes the Tidalwaves volunteers for MSL All-Stars Meet on Sunday, June 10, 2018. Contact families of qualified swimmers and assist them with sign ups of jobs designated by host team.  Be at the All Star meet to check in and direct Tidalwaves volunteers.  8 points Will  coordinate with this year's All Stars organizing team.
Lost and Found Collect lost and found items - organizes them.  Maintains a list of lost and found items and is a point person for people looking for lost items. This is a season-long position. No experience necessary. 5 points Not available as a job for 2018.
Meet Desk Runner

Post event results throughout the meet after meet desk has verified and printed.  Distribute water to all deck workers as needed.  Run errands for the meet desk as needed.

4 or 5 per shift - depending on meet date.

Check in with the Meet desk lead at the beginning of the meet for first half shift or at the break for second half.

Officials -Stroke and Turn Runner

 

Convey disqualification (D.Q.) slips and other communications/messages between meet desk and officials during home meets.  

4 or 5 per shift - depending on meet date.

Check in with the Lead Official at the beginning of the meet for first half shift or at the break for second half.

Ribbons Courier - COM Picks up ribbons boxes on Mondays after meets, starting with first dual meet, and takes to COM practice 2 days a week so that COM swimmers can pick up their ribbons.  Returns COM ribbons box to following swim meet.  Job ends when COM pool time ends, mid June. 8 points Ribbons Lead will provide direction.  Must have a swimmer at COM.
Ribbons Courier - Redwood Pick up ribbons boxes from Redwood on Fridays before away meets and deliver to away meets.  After all Away meet ribbons have been filed, return ribbons boxes to Redwood on Monday.  8 points Ribbons Lead will provide direction.  Must be available for ALL Away meets.
Ribbons Preparation Each swimmer in every heat gets a ribbon. The ribbons volunteer affixes labels (automatically prepared from the meet computer) to the appropriate ribbons, and files them in the ribbons box.  This year we will have 2 Ribbon Preparation Volunteers for each meet (2nd half of the meet).  No experience required. Volunteers are required for both home and away meets.

4 or 5 per shift - depending on meet date.

This is a  second half of the meet shift commitment.  Ribbons Lead will coordinate and provide training.

Snack Bar BBQ Crew

1st Half or 2nd Half of the meet

The BBQ crew is responsible for BBQ-ing (hamburgers, hot-dogs, chicken) during home meets. There are a couple of workers per shift for each home meet. Set up and breakdown of the BBQ are included. No experience required.

4 or 5 per shift - depending on meet date.

Check in with BBQ lead at either beginning of meet or at break for second half shift.

Snack Bar Prep/Sales

1st Half or 2nd Half of the meet

Preparing, selling, and serving food and beverages during the meet. Scheduled in shifts for 1st half of meet (includes set-up), and 2nd half of meet (includes clean up). Multiple workers per shift. Home meets only. No experience required.

4 or 5 per shift - depending on meet date.

Check in with Snack Bar Lead before meet for first half shift or at the break for second half shift.

Snack Bar Runner

Available for miscellaneous snack bar assignments during meets.

4 or 5 per shift - depending on meet date.

Check in with Snack Bar Lead.

Team Photo Coordinator Official Tidalwaves team photo. Make arrangements with a professional photographer to take a photo of the entire Tidalwaves team. Date is that of first Tidalwaves home meet (May 9th), right before the meet at the Redwood amphitheater. Also arrange for delivery/distribution of the photos ordered.  No experience necessary. Information on arrangements made in previous years will be provided. 5 points Not available as a job for 2018.

Timer 1H or 2H

1st Half or 2nd Half of the meet

Times all races using a plunger or a stop watch. Two shifts per meet, first-half and second-half. Shifts are selected by the volunteer in advance. Shade provided. No experience required.

4 or 5 per shift - depending on meet date.

Check in with head timer at beginning of meet for first half shift or at the break for second half shift.

Timer Runner 1H or 2H

1st Half or 2nd Half of the meet

 

Pick up lane sheets from timers after each event and take to meet desk for data verification purposes.

4 or 5 per shift - depending on meet date.

Check in with the Meet Desk at the beginning of the meet for the first half shift or at the break for second half.

 

Team Event Jobs

These are 3 point ‘crew’ jobs for the various Tidalwaves Events.  Volunteers will receive confirmation of date and time of commitment and any additional necessary information from Event lead close to event date(s). No preparation is necessary. 

Job Name

Description

Points

Requirements

Awards Banquet Bartender Crew

Serve drinks at the awards banquet.

3 points

Check in with Awards Banquet Bar Tender Lead.

Awards Banquet Set-up Crew

Responsible for arriving one hour early to set up tables and decorations for awards banquet.  Must attend the entire banquet to serve cake and assure that the caterer sets up food and replenishes food.  Must also cut and serve cake during the ceremony.

3 points

Event Lead will provide details including start time closer to event.

Champs (Pre) Dinner Crew Help organize pasta dinner (including prep and clean-up) held for competing swimmers on the night before Championships.

3 points

The Lead will provide details close to event.

Hot Chocolate Crew

Provide hot chocolate to swimmers after every evening practice during Splash Weeks.  Assignments organized by crew lead.  Clean up at the end of meet is part of shift. No experience necessary.

3 per shift

Check in with Lead at start of shift.

Pizza & Cheer Night Crew

Set up tables, set up and serve food-- pizza, drinks, etc., server, set-up and clean-up crew. No experience necessary.  Lead will provide instructions before and during event.

3 points

Lead will provide start time.  Check in with them upon arrival.

Swimathon Crew

Responsible for counting laps and/or directing swimmers during Swimathon fund raiser.   Event lasts 2.5 hours, during regularly scheduled practice.  No experience necessary.

3 points

Event Lead will provide start time in advance.  Check in with Lead upon arrival.

Team Event Lead Jobs

These are 8, 13, or 18 Point Event Lead Jobs, depending on size of event.   Responsible for organizing all aspects of specific event including (when applicable):

  • parent volunteers (pre-event communication, scheduling of time and event management)

  • working with board liaison for the event to understand budget, and any supplies Tidalwaves’ already owns.

  • purchasing necessary supplies

  • retrieving any applicable supplies from shed

  • pre-event set-up and post event clean-up

Job Name

Description

Points

Requirements

Awards Trophies Lead Responsible for ordering trophies for annual awards banquet. No experience necessary, but instructions and materials from previous years will be provided. 18 points Must be available mid June through mid July.
Awards Banquet Lead Responsible for organizing annual awards banquet including working with caterer to order food, using existing team decorations, and setting up room.

Responsible for arriving one hour early to set up tables and decorations for awards banquet.  Must attend the entire banquet and assure that the event runs smoothly, the caterer sets up and replenishes food, and must also cut and serve cake during the ceremony.

18 points Work with Board liaison to understand budget and requirements.
Awards Banquet Bar – Lead Responsible for purchasing drinks and bartending during the annual awards banquet, July 9th.  No experience necessary.

8 points

Must coordinate with Awards Banquet lead in late May/early June. 

Championships Volunteer Lead

Organizes the Tidalwaves volunteers for MSL Championships on June 30, 2018.  Required jobs for our team to fill are distributed by the hosting team about one month before Champs.  Work with Communications lead.

18 points

Must be able to attend Champs on June 30th to ensure all Tidalwaves volunteers check in for their jobs.  Most work is in the second half of June helping volunteers sign up for their shifts.

Hot Chocolate Lead

Organizes small crew to provide hot chocolate to swimmers (and their parents and siblings) after every evening practice during the 10 days of Splash Week. Job includes purchasing supplies and making hot chocolate each day.  Oversees set-up and clean-up.

13 points

Board contact will provide details.

Parade Float Lead

Organize swimmers to design the Tidalwaves float and choreography for the Larkspur 4th of July Parade.  Head decoration committee with 5-7 parent volunteers.  Reuse and/or purchase all materials to decorate (to be reimbursed).  Arrange for flatbed truck (to be reimbursed).  Sign up team and float with Larkspur Chamber of Commerce.  Complete application and follow-up accordingly.  Coordinate swimmers.  Arrange for dance/cheer practice and float build efforts with volunteers.

18 points

Board contact will provide details.

Pizza & Cheer Night Lead

Reserve Redwood High cafeteria for Pizza Night, the night before time-trials.  This season Pizza Cheer Night is May 1st.  Order pizza, drinks, etc., organize helpers/servers, set-up and clean-up crew. No experience necessary.  Instructions provided.

18 points

Board contact will provide details.

Pool Party Inflatables Lead

Pick-up floats, toys and games from Marin Academy.  Approximately 25-30 floats --some very large--Inventory, inspect for holes, patch, and bring to Redwood pool AT LEAST 3 hours before party starts to start inflating.  All floats to be inflated.  Toys & games delivered by coaches.  After event, dry and deflate, and bring everything back to Marin Academy.

18 points

Pool Party Lead will provide details.

Pool Party Pot Luck Lead

Annual Tidalwaves event - organize food (catering/potluck), organize drinks and coolers, set-up tables from shed, oversee that floats are inflated and in pool at party start, clean-up after the swim party.

13 points

Board contact will provide details.

Pre-Championships Dinner Lead

Organize pasta dinner exclusively for competing swimmers on the night before Championships.  Order pasta and drinks, communicate with volunteers, and manage set up and clean up.

8 points

Board contact will provide details.

Swimathon Assistant/Co Lead

Assist Swimathon lead with organizing the annual Swimathon fund raiser. Learn Team Unify software and disseminate information to help swimmers collect pledges. Organizing time/date, advertisements, reminders, parent volunteers, and prizes for Swimathon. No experience necessary, but instructions and materials from previous years will be provided.

18 points

Swimathon Lead will provide direction.  This person will be trained to be lead next season.