View Track & Field Program Coordinator Position

TRACK & FIELD PROGRAM & EVENTS COORDINATOR
JOIN OUR OFFICE & PROGRAM TEAMFlying Angels Track & Field Full-Time | 35 Hours Per Week
JOIN THE FLYING ANGELS TEAM
Flying Angels is seeking an experienced, highly organized, and results‑oriented Full-Time Track & Field Program & Events Coordinator to take responsibility for the successful coordination and delivery of our track and field programs, competitions, and special events.This is a hands‑on coordination and leadership position for someone who knows how to plan, organize, execute, follow up, and deliver successful programs and events.We are looking for someone who can take ownership of an initiative, determine what needs to be done, establish a plan and timeline, coordinate the people and resources required, solve problems, and ensure the initiative is successfully completed.The successful candidate must be proactive, resourceful, accountable, and comfortable managing multiple responsibilities without requiring constant direction or supervision.ABOUT THE POSITION
Flying Angels operates track and field programs at locations throughout Ontario and organizes several track and field competitions and special events each year.The Track & Field Program & Events Coordinator is responsible for the successful operation of assigned programs and events.The position combines:Event managementOfficials and volunteer coordinationFacility coordinationEquipment and logisticsCommunicationsProject managementAdministrative planning and follow‑upThe Coordinator reports to the Program Director but is expected to independently manage assigned responsibilities and provide regular updates on progress, challenges, and outcomes.This is a position for someone who can take responsibility for getting things done.PRIMARY AREAS OF RESPONSIBILITY
The Track & Field Program & Events Coordinator has two major areas of responsibility:1. PROGRAM OPERATIONSTake responsibility for ensuring assigned Flying Angels programs and locations are properly organized, coordinated, and operating successfully.2. TRACK MEETS & EVENTSTake responsibility for the planning, organization, coordination, and successful operational delivery of assigned Flying Angels-hosted track meets and special events.The Coordinator is accountable for ensuring plans are converted into successful outcomes.PROGRAM COORDINATION & OPERATIONS
The Coordinator is responsible for the successful coordination of assigned Flying Angels programs and locations.Responsibilities include:Coordinate the operation of assigned Flying Angels programsEnsure programs are prepared and operational for each seasonCoordinate program schedules and operational requirementsEnsure training location information is accurate and currentCoordinate program launches and seasonal transitionsMonitor athlete participation and program capacityCoordinate with coaches regarding program requirementsEnsure coaches and staff receive the information required to operate their programsCommunicate program information and changes to appropriate stakeholdersMonitor assigned programs and identify operational issuesResolve day‑to‑day program issues within the scope of the positionCoordinate camps, clinics, specialty programs, and other assigned initiativesMaintain accurate program records and operational informationEstablish and monitor program deadlinesFollow up to ensure required tasks are completedIdentify opportunities to improve program operations and participant experienceProvide regular updates and recommendations to the Program DirectorOrganizing and successfully delivering Flying Angels‑hosted track meets is a major responsibility of this position.The Coordinator will be responsible for assigned competitions from the planning stage through event delivery and post‑event follow‑up.Responsibilities include:Develop comprehensive event plans and timelinesEstablish deadlines and key milestonesIdentify all operational requirements for each competitionCoordinate venue and facility requirementsCoordinate officials and volunteer requirementsCoordinate equipment and event suppliesCoordinate awards and medalsCoordinate registration and check‑in requirementsCoordinate signage, credentials, passes, and operational materialsCoordinate hospitality, hydration, concessions, and other assigned operational areasCommunicate with participating clubs, coaches, officials, volunteers, facilities, suppliers, and other stakeholdersMonitor event preparation and outstanding deliverablesFollow up to ensure deadlines are metIdentify potential problems before competition dayDevelop and implement solutionsEscalate significant issues when appropriateEnsure all assigned operational areas are prepared before the competition beginsCoordinate post‑event breakdown and follow‑upConduct post‑event reviews and recommend improvements for future competitionsThe Coordinator is expected to know how to manage an event plan, maintain timelines, coordinate multiple stakeholders, anticipate problems, and ensure deliverables are completed.MEET‑DAY LEADERSHIP & OPERATIONS
On competition day, the Coordinator will have an active leadership role in event operations.Responsibilities include:Oversee assigned aspects of venue setupConfirm operational areas are prepared before the event beginsCoordinate officials and volunteersEnsure personnel understand their assignmentsEnsure required equipment, supplies, and materials are in placeMonitor event operations throughout the competitionCommunicate with staff, officials, volunteers, coaches, suppliers, and facility representativesIdentify and resolve operational issuesReallocate people and resources when necessaryProvide clear direction to event personnelMonitor assigned event areas throughout the competitionEscalate significant issues to the Program Director when necessaryCoordinate event breakdown and cleanupEnsure equipment and supplies are accounted for and properly stored following the eventComplete required post‑event follow‑upThe successful candidate must be comfortable making decisions and solving problems in a fast‑paced live‑event environment.OFFICIALS COORDINATION
The Coordinator is responsible for ensuring assigned competitions have the officials required for successful operation.Responsibilities may include:Determine officials requirementsRecruit officialsMaintain officials contact and availability informationTrack confirmationsPrepare assignment listsCommunicate reporting times, schedules, dress requirements, parking information, and event instructionsCoordinate officials sign‑inEnsure officials receive required information and materialsCoordinate officials hospitalityMonitor staffing levels and fill vacanciesProvide operational support to officials during competitionsMaintain accurate officials records following eventsVOLUNTEER COORDINATION
The Coordinator is responsible for ensuring assigned events have sufficient volunteers and that volunteers are properly organized and managed.Responsibilities include:Track confirmations and availabilityCommunicate responsibilities and reporting instructionsProvide direction and leadership on event dayReassign volunteers when operational needs changeMonitor volunteer coverage throughout the eventCoordinate post‑event follow‑up when requiredFACILITIES, EQUIPMENT & EVENT LOGISTICS
The Coordinator is responsible for ensuring the logistical requirements of assigned programs and events are properly planned and executed.Responsibilities may include:Coordinate requirements with facilities and venuesConduct pre‑event venue walkthroughs when requiredIdentify equipment and supply requirementsDevelop and maintain equipment and supply checklistsCoordinate transportation of equipmentEnsure equipment and supplies arrive at the appropriate locationCoordinate tables, chairs, tents, signage, barriers, and other event requirementsMaintain event supply inventoryIdentify equipment or supplies requiring purchase, replacement, or repairDevelop setup and breakdown plansEnsure equipment and supplies are returned and properly stored following eventsCAMPS, CLINICS & SPECIAL PROGRAMS
The Coordinator may also be responsible for Flying Angels camps, clinics, special programs, and community initiatives.For assigned initiatives, responsibilities may include:Develop an operational planEstablish timelines and deadlinesCoordinate facilitiesCoordinate staffingCoordinate participant registrationEnsure equipment and supplies are availableCommunicate with participants and staffOversee on‑site operationsResolve operational issuesComplete post‑program follow‑upEvaluate outcomes and recommend improvementsCOMMUNICATION & STAKEHOLDER COORDINATION
The Coordinator will regularly communicate and coordinate with:CoachesAthletes and familiesFlying Angels staffFacilities and venue representativesSuppliers and service providersCommunity partnersThe Coordinator is responsible for ensuring stakeholders receive the information they need, understand their responsibilities, and meet required deadlines.Strong follow‑up skills are essential.Sending an email or assigning a task is not considered completion. The Coordinator is expected to follow up, confirm, and ensure required deliverables are completed.PLANNING, PROJECT MANAGEMENT & ACCOUNTABILITY
The successful candidate must already possess strong organizational and project coordination skills.Responsibilities include:Develop project and event plansCreate and maintain timelinesEstablish deadlines and milestonesDevelop operational checklistsTrack outstanding tasks and deliverablesFollow up with individuals responsible for completing tasksMaintain organized project and event recordsMonitor progress against established plansIdentify risks and delays earlyDevelop solutions and contingency plansProvide progress updates to the Program DirectorComplete assigned initiatives within established timelinesEvaluate results and identify improvementsThe Coordinator must be able to move projects forward without requiring constant reminders or direction.EXPERIENCE & QUALIFICATIONS
We are looking for someone who already has demonstrated experience in program coordination, event management, project coordination, sport administration, recreation, or a related field.The successful candidate should have:Previous experience coordinating programs, projects, events, or operationsDemonstrated ability to take responsibility for projects from planning through completionStrong organizational and time‑management skillsExperience managing timelines and multiple deadlinesExperience coordinating people, suppliers, volunteers, or other stakeholdersStrong problem‑solving and decision‑making skillsExcellent written and verbal communication skillsStrong attention to detailAbility to prioritize multiple responsibilitiesAbility to work independently without constant supervisionAbility to provide leadership and direction when requiredConfidence following up with people and holding others accountable to deadlinesAbility to remain organized under pressureStrong computer and administrative skillsA professional and dependable approach to workExperience in sport management, recreation, event management, event operations, project coordination, community programming, or youth sport is strongly preferred.Experience in track and field would be an asset.EDUCATION
Post‑secondary education in one of the following areas would be an asset:Sport ManagementRecreation ManagementEvent ManagementBusiness AdministrationProject ManagementKinesiologySport AdministrationHospitality or Event OperationsA related fieldEquivalent relevant professional experience will also be considered.COMPUTER & TECHNOLOGY SKILLS
Applicants should be comfortable using technology to organize and manage their responsibilities.Experience with the following is an asset:Microsoft Word and ExcelGoogle Docs, Sheets, Forms, and DriveEmail and online communication platformsProject management and planning toolsScheduling systemsOnline registration systemsSpreadsheets and databasesWebsite content management systemsApplicants should be comfortable learning Flying Angels‑specific systems, but should already possess strong general computer and technology skills.HOURS & SCHEDULE
This is a full‑time position of approximately 35 hours per week.This is not strictly a Monday‑to‑Friday daytime position.Flying Angels programs frequently operate during evenings, and track meets and special events commonly take place on weekends.Because track meet and event management is a major responsibility of this position, evening and weekend work will be required at various times throughout the year.The weekly schedule may be adjusted around competitions, programs, and special events.Applicants must be comfortable working a flexible schedule during busy program and event periods.PHYSICAL & EVENT REQUIREMENTS
This is a hands‑on sport and event operations position.Applicants should be comfortable:Working at track and field facilities and event venuesWalking and standing for extended periods during eventsMoving throughout large competition venuesParticipating in event setup and breakdownOrganizing and moving event supplies and equipmentWorking indoors and outdoorsTravelling locally to Flying Angels locations and competition venuesReasonable accommodations can be made where appropriate.WHO WE'RE LOOKING FOR
We are looking for someone who is ready to take ownership.You should already understand how to organize a project or event, manage a timeline, coordinate people, follow up on outstanding responsibilities, solve problems, and get things completed.You don't need someone standing over you reminding you about every deadline.When you identify a problem, you look for a solution.When someone hasn't completed something you need, you follow up.When a deadline is approaching, you make sure the work is on track.And when you are responsible for an event or program, you take pride in ensuring it is successfully delivered.You will need to learn the specific programs, systems, standards, and procedures used by Flying Angels, but you should arrive with the professional skills, experience, judgment, and initiative required to perform the role.ABOUT FLYING ANGELS
Flying Angels is a growing track and field organization providing training, competition, athlete development, and youth sport programming at locations throughout Ontario.Our programs serve athletes at different ages and stages of development—from young athletes learning the fundamentals of track and field to competitive athletes pursuing provincial, national, and international competition.Flying Angels also organizes and hosts track and field competitions throughout the year.As our organization continues to grow, we need experienced, capable people who can take responsibility for programs and events and turn plans into successful outcomes.If you are organized, experienced, resourceful, accountable, and ready to take ownership, we would like to hear from you.Phylicia George, Summer and Winter Olympian"I am proud to be a member of Flying Angels. They provide a great foundation for young athletes and give great support to Canada's top athletes."
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