Organizational Structure and Positions
Staff and Organizational Structure - Key Positisions
The structure of a club staff often includes the following groups in a tiered system:
Board of Directors
⇒ Executive Staff (icl. administrative assistants and other "administration" such as business manager, development director, etc.)
⇒ Head Coach/Program Director(s)
⇒ Assistant Coaches
In some organizations, the same individual may hold more than one of these positions and volunteers from within your community or board of directors may hold some. This does not necessarily need to be an overly hierarchical system, but clear roles and responsibilities at each level are imperative.
In USSA clubs individuals often have responsibilities in many different areas of the organizational structure. The art of wearing many hats, and understanding what hat you are wearing at any one time is vital to the functioning of an organization.
Many sport clubs do not have written job descriptions for coaches or if they do, a majority of coaches report not having seen them. Job descriptions are essential in outlining each coach’s role and expectations. The USSA recommends the following general descriptions to get you started in defining your staff’s roles and responsibilities.
It is understood that many USSA Clubs do not have the infrastructure to employ people in all of these positions. In that case it is still important for the club and club leadership to discuss how the various functions and tasks represented by these positions may still be performed via existing staff, volunteers, partners, or community resources.
Executive Director: An Executive Director’s responsibilities include, but are not limited to: organizational leadership and strategic planning, financial management and fundraising, marketing and event oversight, staffing and day-to-day organizational operations. See the leadership chapter for additional detail.
Executive Administrative Assistant: Provide high-level administrative support by conducting research, preparing statistical reports, financial accounting and reporting, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. May also train and supervise lower-level clerical staff.
Other Administrative Staff may include: Business Manager/Director, Communications Manager/Director, Development Manager/Director
Head Coach/Program Director: This position is essential to achievement of the athletic goals of the club’s sports program. The head coach provides the leadership and direction for the program based on expertise, experience and the agreed upon athletic plan. This position must be filled with an individual who is results oriented, strives to lead, is a team player, operates with integrity and is a good communicator.
Individuals holding this position should have a current USSA Level 300 certification in alpine and snowboarding or Level 200 certification in freestyle and cross country (cross country Level 200 rolls out fall 2013). The individual should also have had experience coaching and leading programs and must possess the basic skills and experience necessary to make good athletic decisions.
Primary Responsibilities include:
It is recommended that your club establish a written policy concerning minimum grade standards for participation in activities that both the athletes and parents will sign. This statement should include that they have read and understand the academic responsibilities, in which, athletes submit an academic plan, including short and long-term academic goals.
Media Coordinator: Media Coordinators oversee the media and promotional efforts of the club, supporting efforts in creating a brand and identity for the club and to promote the athletic and community achievements of the program and its athletes. This position will ensure quality control of publications, websites and electronic communications, ensuring a quality image of the club. The media coordinator is especially effective in helping to promote major events and creating photo and video libraries.