REGIONAL VOLUNTEER ROLES

AYSO 108 has a number of open positions. We need your participation to fill them. You won’t be on your own. You’ll have a bunch of other folks to lean on and help you learn the ropes. No new volunteer gets tossed into the deep end of the pool to sink or swim. Everyone on the board is there to help you learn, and to provide help doing things when you need it.

The following critical positions are open (with details of responsibilities provided below):

Yearbook Coordinator: if there is no Yearbook Coordinator, there is no yearbook.

Picture/Picture Day Coordinator: if there is no Picture/Picture Day coordinator, there is no yearbook. Yearbook Coordinator and Picture Coordinator are often filled by the same person. But, splitting the job means that it’s easier on both.

Game Schedule Coordinator: we just have to have a scheduler or we don’t have a game schedule in the fall. If no one steps up, folks who already volunteer in other roles will need to fill in.

CRITICAL OPEN POSITIONS

Yearbook Coordinator

•  If there is no Yearbook Coordinator, then there is no yearbook.

• The Yearbook Coordinator works with our vendors to design, layout, and print the yearbook, delivering printed yearbooks to DCs for delivery to coaches and then parents. The Yearbook Coordinator works very closely with the Photo Coordinator, getting photos from them; with the design vendor to design, layout, and ship content to the printer; and receives finished yearbooks from the printer. The Yearbook Coordinator also works with the Regional Commissioner and the Division Commissioners on content (RC letter, Volunteer of the Year, etc) and on draft reviews.

•  Duties:
  • Work with vendor to supply info, pix, and act as liaison for all things.
    
  • Work with Photo coordinator to collect info and pix.
  • Work with RC to collect RC’s letter and secure feedback on drafts and final approval of yearbook.
  • Work with DCs, ARC, Coach Admin, and Ref Admin to solicit feedback on yearbook drafts.
  • Distribute Yearbooks to DCs.

• Time Commitment:
  • Start of Season:
    • 1 hour: Checking yearbook designer’s availability and planning.
  • During Season
    • 1-2 hours per week: Put content together, including RC letter, Volunteer of the Year, etc. Check in with Photo Coordinator on progress with photo production.
  • Start of October:
    • 20-30 hours: Select photos with Photo Coordinator; Layout yearbook; Solicit reviews and edit drafts
  • Before End of Season
    • 2-3 hours: Distribute yearbooks to DCs

• AYSO Description

Photo/Photo Day Coordinator

• If there is no Photo/Photo Day Coordinator, then this role falls on Yearbook Coordinator. Yearbook and Photos is a lot of work for one volunteer, leading to Yearbook Coordinator burnout, leading to no Yearbook Coordinator, and then there is no yearbook.

• The Photo/Photo Day Coordinator is responsible for Picture Day and securing photos for Yearbook.

• Duties:
  • Work with Picture Day vendor (Shooting Stars)
  • Work with Yearbook Coordinator
  • Communicate with coaches/parents to get pictures

• Time Commitment:
  • Before season:
    • 1 hour: planning chat with yearbook vendor (Shooting Stars).
    • 1 hour: meet the vendor on site (BSC North field).
    • 1 hour: send email to parents asking them to take pix and send to you.
    • 3 hours coordinating schedule changes.
  • During September: 
    • 1-2 hours per week: getting photos from parents and sorting into folders for sharing with Yearbook Coordinator; sending email reminding parents to send pix. Older divisions especially need reminders near end of September deadline.
    • End of September or start of October:
    • 2 hours email with parents.
    • 1 hour follow-up questions
    • 2 hours working with Yearbook Coordinator

• AYSO Description
  

Game Schedule Coordinator

• There must be a Schedule Coordinator. If no one steps up, then already overloaded volunteers must take on additional work.

• The Game Schedule Coordinator schedules matches between teams in each division. Must account for volunteers coaching multiple teams, and the need to allow sufficient time for them to move between fields. Generally schedule matches with volunteers who coach multiple teams first, then remaining teams.

• Duties:
  • Create slots for each field for each weekend
  • Open day schedule is different
  • Water Dog Run schedule is different
  • Match teams to each other in each division
  • Schedule matches on fields.

• Time Commitment:
  • 10-20 hours of work between mid-August and Opening Day.

• AYSO Description

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