Key Volunteer Position Descriptions
Updated for 2020
Marketing/Communications Volunteer
- Assisting in generating business though qualified leads and marketing events.
- Positively promoting WHA, events, sponsorship's and communications as well as other business development initiatives in specific to generate new players, sponsors and creating a fun and exciting marketing plan for our existing players and sponsors.
- Grow our participation and increase our sponsors.
- Ability to provide education and promotion of WHA
- Facilitate relationship building and maintain partnerships with key community leaders and businesses.
- Aware of local events and participates as allowable or forms a team to support these opportunities
- Proactive, positive, fun personality to promote WHA and future of hockey and our growing WHA program.
Board over site for this key volunteer position is the responsibility of the Fundraising Director and Communications Director
Equipment Coordinator
- The Equipment Coordinator is responsible for managing all Association equipment needs. His/her responsibilities will include, at a minimum, the following items:
- Establish a jersey program for all levels:
- New every year?
- How many?
- Cost?
- Printing and distributing
- Colors
- On-time distribution
- Establish a goalie equipment policy for all levels:
- What does the Association provide at each level?
- What are the individual goalies responsible for?
- Establish sign-in and sign-out policy
- Coordinate storage of all equipment
- At the arena?
- Sports Locker?
- Conduct an annual inventory of all association equipment and assessment of the condition.
- Recommend upgrades as necessary
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Director of Operations
Apparel Manager
Apparel Manager is responsible for managing Association apparel program. His/her responsibilities will include, at a minimum, the following items:
- Work with identified vendor(s) for all apparel needs
- Choose styles, brands
- Coordinate design of WHA approved logo with vendor
- Identify ordering times that makes sense for the WHA
- Ensure there are opportunities for sizing
- Identify team manager role in distribution of apparel
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Director of Operations
Competitive Team Manager Coordinator
The Competitive Team Manager Coordinator is the primary liaison to the Board for the 10U, 12U, 14U, Squirt, Peewee, and Bantam Teams. His/her responsibilities will include, at a minimum, the following items:
- In conjunction with the ACE Director and volunteer coordinator, determine the adequate number of volunteers needed for tryouts
- Assist ACE Director with organizing and training volunteers during tryouts
- Inform managers of their duties and responsibilities according to WHA and District 6 rules, regulations and policies
- Coordinate the registration of all competitive teams in conjunction with the WHA registrar
- Serve as primary point of contact with the Board for these team managers
- Communicate all relevant information from the Board with these team managers
- Manage the Competitive team sections of the WHA Guidebook
- Perform year-end managers' meeting
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Director of Operations.
Competitive Level Program Director
Competitive Level Program Director is responsible to coordinate all Competitive Level programming at all levels . His/Her responsibilities will include, at a minimum, the following items:
- Serve as the primary liaison to the Board for all Competitive Level teams.
- Proactively strives to continue building the Competitive Level Program.
- Recruiting and retention of skaters.
- Coordinate participants from Competitive Level teams to be part of recruiting events.
- Oversee all facets of Competitive Level program in cooperation with Mite Program Director and Director of Hockey Development.
- Participate in player development.
- Participate in coaches development.
- Ensure team placement for all registered players within Girls’ Program.
- Provide scheduling assistance support with the Director of Ice Scheduling.
- Ensure games, scrimmages and practices are set up for each team within the program
- Facilitate and participate setting up support structures within each Competitive Level team in the program.
- Perform other duties as requested by District 6, the WHA President and the WHA Board of Directors.
Board oversight for this key volunteer position is the responsibility of the Director of Hockey Development.
Mite Program Director
The Mite Program Director is the primary liaison to the Board for all teams at the Mite level. His/her responsibilities will include, at a minimum, the following items:
- Recruit team managers for all Mite teams
- Serve as primary point of contact with the Board for these team managers
- Communicate all relevant information from the Board with these team managers
- In conjunction with the Director of Hockey Development and Hockey Development Committee, determine the structure for the Mite on an annual basis. This will include general policies as well as number of teams at each level, player assignment to teams, etc.
- Manage the Mite sections of the WHA Guidebook
- Coordinate the registration of all Mite players in conjunction with the Registrar
- Serve as primary Board liaison for Mite teams (including grievance process)
- Ensure that ice times are distributed as equitably as possible among Mite level teams and in accordance with the WHA Guidebook policies
- Manage the game/jamboree process for all Mite teams
- In conjunction with the Director of Hockey Development and Hockey Development Committee, recruit head coaches and assistant coaches. Assist the HDC in the administration of the selection process.
- Assist Equipment Director and head coaches with the maintenance of necessary equipment (goalie, jerseys, etc.)
- Coordinate the honorary junior captain and skate during high school varsity games
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Director.
Board oversight for this key volunteer position is the responsibility of the Director of Hockey Development.
Mite Team Manager Coordinator
The Mite Team Manager Coordinator is the primary liaison to the Board for the all Mite level teams. His/her responsibilities will include, at a minimum, the following items:
- In conjunction with the Director of Hockey Development and Volunteer coordinator, determine the adequate number of volunteers needed for tryouts
- Assist Director of Hockey Development with organizing and training volunteers during tryouts
- Inform managers of their duties and responsibilities according to WHA and District 6 rules, regulations and policies
- Coordinate the registration of all mite teams in conjunction with the WHA registrar
- Serve as primary point of contact with the Board for these team managers
- Communicate all relevant information from the Board with these team managers
- Manage the Mite team sections of the WHA Guidebook
- Perform year-end managers' meeting
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Director of Operations.
Concessions Director - OPEN - 3 person team!
- Team of 3 to collaborate to make the concessions experience profitable, fun and ensure it runs smoothly.
- Team of 3 would work together to divide up tasks into these responsibilities:
- Scheduling concession "open"hours, ordering and stocking product, preparing DIBS hours, assigning team hours.
- Assist in inventory management and selection of concession food/drink.
- Oversees cash management tasks, prepare cash and cash report as needed.
- Educate workers on policies, procedures, follow and enforce federal, state and local regulations. This year modifying and following all CDC guidelines for the COVID-19 pandemic.
Board oversight for this key volunteer position is the responsibility of the Marketing/Fundraising Director.
Gaming Director
The Gaming Director is the person who is in charge of the day-to-day activities of WHA lawful organized gambling operation. His/her responsibilities will include, at a minimum, the following items:
- Responsible for all gambling activities and the record keeping of such activities
- Must take required classes by the state of Minnesota and maintain a valid gambling manager’s license. There is yearly continuing education requirements
- Ensure that the WHA is compliant at all times with all MN State gaming laws
- Facilitate all new relationships with bar owners that will be placing E-Tabs in their location
- Manage a team of site managers
- Work with our E-Tabs provider on an ongoing basis to ensure that our sites have everything they need
Board oversight to this key volunteer position is the responsibility of the Marketing/Fundraising Director.
Registrar
The Registrar is responsible for gathering all the USA Hockey registration confirmation numbers so that the players, managers and coaches can be registered on a team. His or her responsibility will include but are not limited to the following items:
- Process Waivers
- Work with WHA, Receiving Association, Parents
- Process Team selections
- Build Rosters- Players and Coaches
- Register Players in USA Hockey system and assign to their associated teams
- Follow up with Parents for players who need proof of citizenship
- Follow up with Parents that have errors in their registration data
- Perform initial reach out to coaches regarding coaching credentials
Board oversight for this key volunteer position is the responsibility of the Treasurer.
Tournament Coordinator
The Tournament Coordinator is responsible for arranging all tournaments in which the WHA teams will participate in or host. His/her responsibilities will include, at a minimum, the following items:
- Track all tournament-hosting commitments for the WHA
- This includes D6, Regional, and State Playoffs
- Ensure that we have sufficient ice time to support these commitments
- Serve as primary point of contact with the Board for these team managers
- Assist coaches in the identification of tournaments for their teams and ensure that the team managers have adequate plans in place for registration, payment, and accommodations
- Monitor team tournament participation to ensure that it is consistent with the WHA guidelines
- Provide approval for tournament participation
- For tournament hosting activities, coordinate all tournament activities.
- Volunteers to staff the tournament [working with Volunteer Coordinator]
- Game schedule
- Trophies
- Serve as point of contact for participating teams
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Treasurer.
Tryouts Coordinator
The Tryouts Coordinator is responsible for assisting the Director of Hockey Development with all aspects of tryout operations. Activities may include:
- Coordinate tryout volunteer needs with WHA Volunteer Coordinator
- Coordinate tryout scheduling with WHA Ice Coordinator and outside associations (tryout scrimmages)
- Be mindful and flexible around other activities or events in the community (school events, other sports, etc.)
- Be present at all tryout sessions to assist in managing day to day issues
- Assist in ensuring appropriate supplies are present (pennies, skills equipment, evaluator supplies, meals for tryout officials, etc.)
- Assist in ensuring that all tryout process and rules are followed by participants, coaches, parents, and tryout officials
- Miscellaneous administrative tasks as needed
This person will work closely with the Director of Hockey Development with some light duties during the summer months and should be committed to being present at all tryout sessions.
Board oversight for this key volunteer position is the responsibility of the Director of Hockey Development.
Volunteer (DIBS) Coordinator
The Volunteer Coordinator is responsible for the coordination and development of Volunteer related activities and execution of the WHA's dib platform on the website. His/her responsibilities will include, at a minimum, the following items.
- Administer the volunteer (dib) portion of the WHA website.
- Coordinate with the WHA Secretary to develop an outline of volunteer events, hours and issues for the coming year.
- Work with event leaders to create and post volunteer hours for each event
- Audit volunteer hours of each family in the association
- Be available to answer questions or help with issues with dibs that arise during the season
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Director of Operations.
High School Liaison Program Director
The High School Liaison Program Director is responsible for assisting the President and Vice President in planning the long-term needs of the WHA. His/her responsibilities will include, at a minimum, the following items:
- Projecting WHA numbers for the next five years on an annual basis
- Projecting number of teams and necessary ice times on an annual basis
- Working with the President and Vice President to establish a long-range plan
- Serve as the primary liaison between the Board and the appropriate high school program(s)
- Serve as a focal point to any Committee that the Board might choose to appoint (Arena Committee, high school committee, etc.)
- Be visible at the high school hockey events
- Assist in the High School Buddy Day
- Assist in providing ongoing hockey communications to the athletic directors at the appropriate schools
- Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors
Board oversight for this key volunteer position is the responsibility of the Secretary.
Outdoor Rink Operations
More information to come!