About Kitchener Minor Baseball Kitchener Minor Baseball Association (KMBA) is a community-based organisation dedicated to promoting and developing youth baseball in the Kitchener, Ontario area. Offering a range of programs for children and teens from introductory levels to competitive play, KMBA aims to foster a love of the game while teaching essential skills, sportsmanship, and teamwork. With a strong focus on player development and community involvement, KMBA provides a supportive and inclusive environment for athletes of all abilities, helping them build confidence, discipline, and a passion for baseball. The association also emphasises family engagement, volunteerism, and community spirit, making it a cornerstone of local sports.

Summary of Role The Program Coordinator serves as the KMBA's sole paid administrator, working closely with our dedicated volunteer Board of Directors and dozens of community volunteers. This pivotal, community-focused role oversees the daily operational success of all KMBA's programming, including pre-season planning, regular season play, tournaments, and Fall Ball. Key responsibilities include managing all communications (email, phone, web), maintaining the KMBA website and social media, and handling programming registrations. The role also involves booking and managing diamond reservations and coordinating tournaments. Collaboration with the President, Treasurer, directors, and volunteers is essential, as is maintaining organized records and documentation. The ideal candidate must demonstrate a strong commitment to the Kitchener community and possess the organizational skills and flexibility to manage multiple tasks in a volunteer-driven environment.

Key Responsibilities

1. Program Delivery: Responsible for the day-to-day operations of all KMBA programming, including regular season play, tournaments, Fall Ball and other programming as defined. The role is the primary contact for the organisations and manages all email, phone and web inquiries for the organisation and maintains the KMBA website and social media. This role is also responsible for setting up all programming registrations and managing communication via email and website to ensure the KMBA membership stays informed.

2. Field Scheduling: Responsible for the booking and cancelling of all diamonds to ensure bookings meet the needs of all KMBA programming. Report any diamond concerns to the City and communicate with coaches to reschedule diamonds as well.

3. Tournament Coordination: Responsible for the coordination, communication and implementation of all tournaments hosted in Kitchener, with support from volunteer tournament convenors. This includes diamond bookings, ordering supplies, managing cancellations, coordination of umpires, etc.

4. Teamwork and Partnerships: Work closely with President, Treasurer, other directors, other support roles and volunteers to support the successful implementation of all KMBA programming. Develop and maintain strong relationships with the City of Waterloo, Umpire in Chiefs, House League Coordinators, Waterloo Minor Baseball and external vendors to implement successful programming and professionally represent KMBA.

5. Bookkeeping: This role may support maintaining the financial records through accurate daily data entry of all transactions, including income and expenses, into the accounting system (e.g., Xero). Key duties include processing vendor bills and client invoices (Accounts Payable/Receivable support). Will maintain file all financial documents, and report any discrepancies to the Treasurer and President. This position supports the Treasurer to be organized, up-to-date, and foundational financial information is available for review.

6. Information Management: Responsible for keeping all records and documentation organised and filed on the KMBA shared drive and that the website content is current at all times. Also responsible for all communication and accountabilities with the Ontario Baseball Association as it relates to registering players, coaches, and managing police checks.

7. Other tasks as assigned: This role will support other tasks as assigned, including scheduling of board meetings, providing back up support to the financial team

Qualifications High school diploma or equivalent. Previous experience in an administrative role is a plus.

Skills and Experience -The following skills and experience are ideal to be successful in this position. -Excellent attention to detail and organizational skills with an ability to manage multiple requests at the same time and in a timely and efficient manner. -Excellent and clear professional communication and customer service skills, to ensure all members and volunteers feel supported and appreciated. -Ability to work independently and as a team to ensure tasks are completed in a timely manner. -Competence in Google Workspace (e.g, Gmail, Sheets, Docs) -Proficiency with basic accounting software (e.g., Quickbooks, Xero) -Experience managing website and social media navigation and content is an asset. -Experience with TeamSnap and Sportzheads sports management systems, or equivalent, a strong asset. -Ability to work flexible hours to accommodate the needs of the program. -A passion for the Kitchener community is an asset.

Scope of Work -Interpersonal Skills: Communicates effectively with the internal team and membership; professionally represents KMBA in all communications and at events.

-Level of Responsibility: Responsible for ensuring the effective and efficient implementation of the program in alignment with the goals and objectives.

-Decision-Making Authority: There is no decision-making authority in this role. Decisions are made by the President and the Board of Directors.

-Physical and Sensory Demands: Minimal demands, typical of a position operating within an office-type environment; periods of extensive sitting at a desk and in meetings and concentrated use of visual senses; substantial repetitive keyboard/mouse movement; high sensory demands because of required concentration and attentiveness to detail and regular distractions and interruptions.

-Working Environment: This work is remote from home. The work is varied and assignments may change frequently. Work will involve regular interaction with members of the Board, the City of Kitchener, the membership, and external vendors as required. There are deadline pressures, while at the same time there is a demand for thoroughness and accuracy.

-Occasional travel within the Waterloo Region is required.