Glacier Area Games Competition Coordinator

Area Competition Coordinator

Location: Glacier Area – Special Olympics Montana

Time Commitment: 2-4 hours per week while planning for area games. Area game day/week hours will be over 10 hours.

Reports To: Area Director/AMT

Position Summary: The Competition Coordinator is given the primary responsibility of coordinating all aspects that go into preparing for a sporting competition. Competition Coordinators make certain the policies, procedures, and objectives of their sports organization are followed in creating a high-quality competition. This position will co-lead area games alongside the area Sports Coordinator in their area (if applicable) and be the main point of contact for communication regarding the games.

Key Responsibilities:

Pre Games

• Work closely with the SOMT Sports Coordinator and work as the co-liaison between the SOMT Sports Department and area leadership when working on area games
• Determine how best the sports competition can work in the designated venue
  • Attend venue visits and determine if venue is suitable for competition
  • Work with SOMT and venue on contract and insurance certificates along with Finance Coordinator and Outreach Coordinator
• Recruit and work closely with the Venue Directors in the overall planning of sports competition at the designated venue
  • Train Venue Directors
• Consider possible contingency plans for the sports competition (weather, venue changes, etc.)
• Work with the Special Events Coordinator if any Special Events are offered
• Determine the “Day of Competition Plan” (step by step guide of each day with regards to competition, including a time schedule
• Determine location of awards area and flow from competition along with the Awards Coordinator
• Work with the GMS Coordinator or Sports Coordinator to produce Heat Sheets for competition, name tags (bibs), and get results back to the GMS Coordinator or Sports Coordinator to be entered and sent into the state office
• Organize the agenda and attend the coaches meeting on the morning of competition, empower and train Venue Directors to train their venue volunteers, and attend volunteer briefings on site as able
• Work closely with the Volunteer Coordinator to determine volunteer needs, fill gaps, and move volunteers around to make competition run smoothly
• Identify the following for your area competition:
  • Sport Offerings
    • Determine the number or sports and events competitors can register for in collaboration with the state office.
  • Overall Event Schedule
  • Competition and event flow
  • Competitor flow to awards
  • Paperwork flow (Heat Sheets)
  • Sports competition requirements
  • Awards requirements
  • Signage requirements
  • Paperwork requirements
  • Games Information Packet and Registration Form
  • Seating requirements (competitors and spectators)
  • Equipment requirements
  • Competition Volunteer Needs
• Work with area leadership, the Outreach Coordinator, Sports Coordinator and Finance Coordinator to stay within budget for the area games.
• Provide all relevant information for the sports and competition section of the Games Info Packet, distribute and receive rosters and registration forms.

Competition Scheduling:

• Receive registrations, along with the Sports Coordinator/GMS Coordinator
• Work with the GMS Coordinator/Sports Coordinator on registration entry and registration information
• Determine the max quota of competitors that can participate and number of events they can enter
• Determine competition format and create the competition schedule
• Work with the GMS Coordinator or Sports Coordinator to division all competitors appropriately and provide the competition with Heat Sheets (Area will cover printing costs)

Competition Management (day before and day of)

• Abide by the rules and standards set forth by Special Olympics Montana
• Make sure Heat Sheets are organized and present for each competition
• Hold brief coaches meeting on the morning of competition to go over competition flow and venue information
• Set-up of field of play, equipment, and tear down at the completion of the event
• Work with Venue Directors and volunteers to manage competition, equipment, signage, and flow of competitions
• Troubleshoot any volunteer gaps and move volunteers as needed
• Serve as the “technical delegate” for competition, manage all competition, and manage any protests
• Collect Heat Sheets at the completion of the event and send to the GMS Coordinator or SOMT staff liaison (Sports Coordinator)

After Competition

• Debrief with SOMT Staff and the Area Games Committee/area leadership
• Equipment Inventory and replacement lists

Qualifications:

• Must complete Class A Volunteer paperwork and screening process
• Strong attention to detail and accuracy
• Ability to work with volunteers and SOMT staff
• Comfortable using computer software such as Microsoft Teams and Excel
• Good organizational and time management skills
• Passion for inclusion and supporting athletes with intellectual disabilities

Preferred Experience:

• Prior experience with a non-profit organization, Special Olympics, or sports organization is helpful
• Ability to supervise and effectively delegate to other volunteers
• Ability to communicate openly and in a timely manner
• Experience working with individuals with disabilities (a plus, not required)

Training & Support:

Volunteers will receive training from the SOMT staff when necessary. Ongoing support is provided by the SOMT Outreach Coordinator and the local area management team.

Impact: The Competition Coordinator creates area competition experiences for athletes and Unified Partners. This environment brings volunteers to events and inspires them to be part of something more. Athletes live to compete, and your role is huge in making that happen.

Their leadership directly influences:

• Athlete confidence & skill development
• Community inclusion & acceptance
• Volunteer engagement & retention
• Program sustainability & growth

Watch our video to learn more: SOMT Volunteer video