San Jose National Little League Board Roles | | |
1 year commitment: August to July | | |
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Position | Description | Time Commitment Notes |
| President | Represents the league to community, Little League International, vendors & partners. Leads board meetings, default member of all committees. As the chief administrator, the league president selects and appoints coordinators, officers, managers, coaches, umpires, and committee members. However all appointments are subject to final approval by the league's Board of Directors. Executive Board Member position. | Busiest time January to June |
| Vice President | Manages baseball operations including scheduling (games & practices), player evaluations, baseball related direction, umpires, fields & equipment. Oversees all divisions. Works to ensure adherence to the Little League Green Book, SJNLL Constitution and Bylaws. Executive Board Member position. | Busiest time January to June |
| Secretary | The league secretary is in charge of records, correspondence, minutes of the meetings, and related affairs of the organization. | Steady commitment level throughout the year |
| Treasurer | Signs checks, dispenses league funds as approved by Board of Directors; reports on the status of the league funds; keeps league books and financial records; prepares budgets and assumes the responsibility for all local league financials. Provides profit/loss statements, budget, and running balance statement to the Board of Directors. Assists with setup, opening and managing online (Sports Connect) registration process, including managing/applying fees and discounts such as scholarships, cancellation fees and credits. Assists in managing Charters and handles requests for Additional Insured in Data Center. Treasurer can also assist Player Agent in completing All Star Tournament Affidavits in Data Center when necessary. | Steady commitment level throughout the year |
| Information Officer | Sets up and manages the league's official website; sets up online registration and ensures the league rosters are uploaded to LL; assigns online administrative rights to other local volunteers; encourages creation of team web sites to managers, coaches, and parents; ensures that league news and scores are updated online on a regular basis; collects, posts and distributes important information on league activities including direct dissemination of fundraising and sponsorship activities to LL, the district, the public, league members, and all media; serves as primary contact person for LL and Dick's team sports HQ regarding optimizing use of the internet for league administration and for distributing information to league members and to LLI. Provides player, coach, and manager records to LLI in electronic format. | Busiest times for June and November through March |
| Volunteer Coordinator | A volunteer coordinator plays a vital role in connecting individuals with meaningful opportunities to contribute their time and skills for the betterment of their community or a specific cause. They serve as a bridge between organizations, non-profits, or projects in need of assistance and the volunteers eager to make a positive impact. The volunteer coordinator's responsibilities include recruiting, training, and assigning volunteers to appropriate tasks, ensuring that volunteers have a clear understanding of their roles, responsibilities, and expectations. They also provide ongoing support, supervision, and feedback to volunteers, creating a positive and engaging environment that fosters motivation and commitment. Additionally, the coordinator may be responsible for maintaining records, organizing events, and evaluating the overall effectiveness of the volunteer program. Strong communication, interpersonal, and organizational skills are essential for a successful volunteer coordinator to effectively match volunteers' interests and skills with the needs of the organization or cause they serve. | Busiest time are September and March to June |
| Communications Coordinator | Works with President, Secretary, Information Officer, Sponsorship & Fundraising Coordinator to create a weekly league-wide newsletter. Assists with creating communication pieces for league-wide distribution. Works with information officer to maintain current news items and league website. Posts, manages and helps to promote all league activities via social media outlets. | Busiest time are September and March to June |
| Fundraising Coordinator | Solicits and secures fundraising opportunities to support league operations; organizes and implements approved league fundraising activities; and maintains record of monies secured through fundraising initiatives. | Busiest times are January through March |
| Sponsorship Coordinator | Solicits and secures local sponsorship opportunities to support league operations; Works with Information Officer to ensure sponsors information is uploaded to website according to sponsorship level; Oversees sponsorship banner ordering as needed; and maintains record of monies secured through sponsorship. | Busiest times are January through March |
| Special Events Coordinator | Leads planning for special events and fundraisers, including, but not limited to, opening and closing ceremonies, picture day, Hit-A-thon. Works with Sponsorship & Fundraising Coordinator. Responsible for budget and fundraising goals. | Busiest times are January through June |
| Player Agent | Conducts annual tryouts, is in charge of player selection, assists with checking birth records and residency eligibility of players, supervises and coordinates the transfer of player to or from the minor leagues according to provisions of the regulations of Little League. Assists with completing All Star Tournament Affidavits in Data Center. | Busiest times are January through March |
| Coaching Coordinator | Represents all coaches/managers in the league; presents a coach/manager training budget, dates, events to the board; gains support and funds necessary to implement a league wide training program; coordinates minute clinic as necessary. Serves as contact person to LLI; receives and distributes coaching information from LLI to coaches and managers. | Busiest time is September to March |
| Registration Coordinator (s) | Works with information officer, secretary and player agent to promote and manage the registration process. With help of volunteers, checks all documents received from players during registration. Answers registration related emails and calls. | Busiest time is June and September through January |
| Safety Officer | Coordinates all safety activities; ensures in player training; ensures safe playing conditions; coordinates reporting and prevention of injuries; solicits suggestions for making conditions safer; reports suggestions to LLI through the league president and prepares the ASAP Safety Manual plan for submission to LLI. Serves as COVID safety liaison. Ensures the league is following all safety and county protocols set forth by the county. | Busiest time is September to March |
| Safety Coordinator (s) | Assists with volunteer background check process. Present at games and practices to ensure that all player safety standards are being followed. Review safety concerns with safety officer. | Busiest times are November through March |
| UIC - Umpire In Charge | Serves as coordinator of and advises the league President on the league umpire program; responsible for recommending umpires to the league President for appointment to the league umpire roster; recruiting and retaining volunteer umpires establishing a league umpire training program consistent with LL guidelines; coordinating and assisting with conducting umpire clinics at league and district level; communicating rule changes to league umpires scheduling league umpires for regular season games; evaluating league umpires using established guidelines to maintain program integrity; further continual improvement, and prepare league umpires for advancement to tournament levels; communicating with and providing updates to the District Umpire Consultant on the league umpire program, and attending Umpire training programs at the district, state, region and or headquarters. | Busiest times are January through June |
| Snack Shack Officer | Maintains the operations of concession facilities; organizes the purchase of concession products; responsible for the management of the concession sales at league events; schedules volunteers to work the concession stand during league events; and organizes, tallies and keeps records of concession sales and purchases. Works with treasure to report earnings to the league. Ensures deposits are made. | Busiest time March through June |
| Snack Shack Coordinator | Works with Snack Shack Officer and acts as back up to officer, organizes the purchase of concession products; collects and review concession related offers including coupons, discounts, and bulk purchasing opportunities; maintains and reviews opening and closing procedures with volunteers, keeps records of concession sales and purchases. | Busiest time March through June |
| Equipment Coordinator | Keeps inventory written and electronic inventory of all league equipment. Research and selection of league provided equipment. Prepares equipment for the season. Educates managers on proper use and care of equipment. Manages equipment budget. Works with Field Coordinator to purchase equipment for field prep. Manages equipment recycling programs. | Busiest times December through March |
| Uniform/Trophy Coordinator | Works with equipment coordinator and uniform coordinator to design uniforms. Presents uniform options that meet budgetary and stylistic needs of the league. Coordinates with player agent and information officer to order uniforms for each team. Works with equipment coordinator to design trophies. Present options to meet budegetary needs. Coordomates with player agent and infomration officer to order trophies for each team. Coordinates delievery to each team. | Busiest time November through March |
| Field Coordinator (s) | Oversees the preparation and maintenance of all league operated fields. Works with division coordinators to determine necessary improvements. Requests capital as needed for major projects. Works with President and the City to ensure the field maintenance is kept up and happening. Works with the City to address any field, park or building concerns. Leads field improvement days. | Busiest time January through March |
| Team Parent Coordinator | Host team parent meetings and educates team parents on their responsibilities. Works with Special Events Coordinator to gather volunteers for league events. Manages lost & found. | Busiest time are January through June |
| Tournament Coordinator | TOC's, Jamboree, and All Stars - Acts as lead for all tournaments, works will coaches and staff to ensure league is in compliance with all tournament rules. Attends district meetings for tournament games, communicates and work with coaches to ensure all requirements are met for each player. Works with equipment coordinator, fields coordinator, event coordiantor, uniform coordinator and UIC. | Businest time are May - August |
| Division Coordinator (s) | All divisions including T-ball, Farm, Minors, Majors, 50/70, Juniors, Senior, Challenger, Interleague - Works with Coaching Coordinator to provide training and leadership to managers and coaches in the assigned division. Ensures that SJNLL coaching standards are followed. Attends and participates in district division meetings. Works with Coaches/Managers to resolve any division level issues. | Busiest time are January through June |