Program Coordinator

The Program Coordinator plays an administrative and event management role in delivering the Youth Competitions programs for both indoor and beach volleyball. This includes the coordination and implementation of competition opportunities based on the Long-Term Development in Sport and Physical Activity 3.0 (LTD 3.0) and Canadian Sport for Life (CS4L) frameworks.

This position works closely with Indoor Competitions staff to organize tournaments for Ontario teams in the youth competition stream and assists in planning and executing three annual convention centre events and Canada’s largest provincial volleyball championship each April.

Over the summer, the Program Coordinator plays a key role in the planning, administration, and customer service functions that support the successful delivery of the OVA Beach Tour. This position is primarily office-based and focuses on the behind-the-scenes coordination required to deliver a professional, athlete-focused beach competition experience. The coordinator will also participate in a rotating schedule for on-site event delivery during the summer season.

The role requires travel and weekend work to provide on-site event support.

Indoor Competitions Delivery

• Administer assigned competition divisions, including but not limited to:
• Manage registrations in the Membership Registration System (MRS)
• Create and publish team groupings for each event
• Verify and post team rankings and competition results on the OVA website
• Liaise with Competition Hosts; troubleshoot issues; assist with host packages
• Ensure referees are assigned via Arbiter and monitor referee invoicing
• Maintain relevant competition pages on the OVA website
• Assist clubs with TIMU online score reporting
• Be on-call on assigned weekends during the season
• Support preparation of the annual Youth Competitions Handbook and Competitions Calendar
• Represent the OVA at designated competitions e.g., Convention Centre, Grand Prix events

• Communicate with club staff, coaches, athletes, and families via email, phone, webinars and in person meetings
• Build positive relationships with OVA clubs and promote youth competitions and club development
• Develop and administer post-season and event feedback surveys
• Coordinate team entries and provide seeding information for Volleyball Canada Nationals

Regular Season Convention Centre Events and Ontario Championships

• Assist the Manager of Indoor Competitions & Special Events in planning and delivering three regular season convention centre events and the annual Ontario Championships:
• Attend all Regular Season Convention Centre events (November/January/March) and Ontario Championships (April)
• Coordinate registration, planning, and execution of assigned events
• Schedule and seed assigned age groups
• Attend planning meetings with host cities and venue operators
• Verify rosters and assist with populating the OVA Champs App
• Update and manage event content on the OVA website
• Support logistics (e.g., shipping, transportation, medical staffing, hotel bookings)
• Assist with post-event surveys and reporting

OVA Beach Tour

• Support administrative planning of Beach Tour events, including satellite tournaments and Ontario Championships
• Maintain up-to-date information across all platforms (OVA website, MRS, myteam.click)
• Manage team registrations, verify entries, and respond promptly to inquiries
• Create tournament schedules, seedings, and scoresheets using standard templates
• Post results promptly and communicate clearly with stakeholders
• Support the tournament bidding process and liaise with external hosts and partners
• Book and confirm staffing needs (referees, medical, security) in coordination with the Operations Coordinator
• Prepare event materials, equipment plans, and staff schedules
• Support onboarding and training of seasonal staff (Beach Crew, Event Leads)
• Participate in the summer on-site delivery rotation (~4 weekends between May and August)

Other Responsibilities

• Evaluate event/program feedback and propose improvements
• Support implementation of competition restructure initiatives
• Attend staff, committee, and board meetings as required
• Support OVAtion Awards Banquet and other special projects
• Act as an Ambassador for the OVA
• Other duties as assigned