Organizational Support Coordinator

  • Woodstock Minor Baseball Association
  • 225 Main Street, Woodstock, ON, Canada
  • Apr 26, 2018
Temporary Administrative/Office/Clerical

Job Description

The Woodstock Minor Ball Association (WMBA) is a registered not-for-profit organization that exists to:

  1. Provide an opportunity for youth aged 3 and above in the City of Woodstock to participate in organized baseball;
  2. Promote and improve minor baseball in the City of Woodstock;
  3. Recruit, assist and develop coaches;
  4. Develop and encourage community spirit in the City of Woodstock;
  5. Aid in the development of character and sportsmanship of our players, coaches and umpires and to encourage a positive environment among parents and spectators.

Position Summary

Reporting to the President of the WMBA Board of Directors, this part-time contract position supports the programs and other core work of the Woodstock Minor Ball Association, including writing, research, and e-communications.

Key Accountabilities

  • Provides the following support and administrative responsibilities:
  • Field scheduling and related duties including pre-booking and cancellations for games, practices, and tournaments.
  • Umpire scheduling and related duties including pre-booking and dealing with cancellations for games, practices, and tournaments, and advising the treasurer of monthly payment.
  • Various e-communications including maintenance and updates to the website, email blasts and social media.
  • Volunteer program including scheduling, maintaining the electronic calendar and participant lists, and soliciting volunteers.
  • League equipment needs such as inventory, ordering, and distribution. 
  • Standard administrative duties during key operational hours such as customer service, answering the telephone, accepting payments, receiving and distributing correspondence.
  • Tournament assistance which may include scheduling of teams and games, ordering and distribution of concession supplies, and providing hands-on support at the tournament as necessary.
  • Picture days for both house league and travel teams.
  • Police Check process. 
  • Provide cleaning and upkeep to the indoor facility as required.


  • Scheduling and booking of the WMBA indoor facility for various activities such as player and coaches clinics, which includes the taking of payments. 


  • Attend and participate in monthly board meetings, including distribution of minutes and agendas and maintenance of up-to-date contact information and related documents.   


  • Liaise with surrounding baseball organizations, Baseball Ontario, Inter-County Baseball Association, Board Members, City employees, coaches, umpires, and the membership as necessary and appropriate. 


  • Other duties as assigned.

Minimum Qualifications

  • Post-secondary education in Office Administration, Sport Management, Recreation and Leisure or related discipline.  An equivalent combination of education and experience may be considered.


  • Demonstrated experience providing administrative support in a multi-tasking environment, providing customer service.  Knowledge of QuickBooks and basic bookkeeping, baseball and/or youth sports is an asset. 


  • Highly motivated with strong organizational and time management skills.


  • Strong interpersonal skills and the ability to communicate with a wide range of stakeholders.


  • Independent worker with the ability to take initiative.


  • Criminal Background including vulnerable sector check required. 

Working Conditions

  • Works independently in the Minor Baseball indoor facility.


  • Evening and weekend work will be required.


  • Frequent travel to various sites and diamonds throughout the city is also required.