MEMBERSHIP AND EVENTS COORDINATOR Badminton BC seeks a full-time Membership and Events Coordinator to join the Association s administration team. The ideal candidate will have relevant experience in a similar role preferably in member servicing, association database management, and technical event planning. As a possible candidate, you must be organized, detail-oriented with excellent communication skills, problem-solving abilities, and effective self-management and self-motivation capabilities. Candidates must be comfortable dispensing friendly and accurate customer service. Experience in the amateur sport industry is a strong asset for this position. The Membership and Events Coordinator is responsible for the overall intake and administration of club, individual and affiliated members and the coordination of an annual tournament calendar and competitions program with supporting ranking service for the approximately 800 competitive members. This is a frontline position in both program areas. Candidates should have experience in data and event management and be proficient in the suite of Microsoft Office programs. Familiarity with Tournament Software event registration and tournament planning software or equivalent, social media platforms, communication and website content management systems, are also considerable assets. Reporting directly to the Executive Director, the candidate must also be able to work independently, efficiently with minimal supervision and limited resources. Badminton BC is the not for profit member based association and the recognized provincial sport organization for badminton consisting of 1500 members from 33 clubs throughout the province. Badminton BC s administrative office is located in Surrey, BC where this position is based on a full-time basis during regular business hours. Core responsibilities and priorities, include: MEMBER SERVICES: The Membership and Events Coordinator will be responsible for performing the following roles and/or delivering the following outcomes: Deliver Gold Standard Member Services Daily Membership Management Management of the Membership Database 1
Key Responsibilities: Primary point of contact for all members, member prospects and the general public with regards to membership matters and information. Manages all inquiries regarding club and individual membership, bylaws, policies, rules and regulations. Maintains and updates members files and records, both electronically and hard files Executes the association s policies and procedures manual. Processes new membership applications and inquires. Coordinates all aspects of a new membership application, records, orientation and communication for clubs and individuals Manages applications and records of new clubs and individuals and prepares for consideration by the Board of Directors. Manages communication with Badminton Canada and other provincial/territorial badminton associations on matters of membership issues. Maintains current membership records on British Columbia members on the national database. Assists Badminton Canada on member validation and dues collection where required. Attend to all member requests or concerns as needed. Processes and updates all upgrades and category changes, renewals, information and club changes. Maintain membership content on association website Develops and processes new membership application and inquires. Attend to all member requests/concerns as needed. Assists with investigation of member concerns or complaints. Regularly website updates - Where to Play directory, membership information, Member ID list and career opportunities. Works closely with the Executive Director in creating and enhancing the value proposition for membership with the association through partners and sponsors. TOURNAMENTS, EVENTS & RANKING: The Membership and Events Coordinator will be responsible for performing the following roles and/or delivering the following outcomes: Deliver a Gold Standard Competitions Program Manage the Badminton BC Events and Competitions Schedule Management of Ranking Services Key Responsibilities: Executes the Associations Competitions program and Ranking service consisting of approximately 5 Provincial Championships and 20 circuit events per year. This includes but is not limited to: Working closely with the Competitions Committee to ensure tournaments are executed consistent with the Associations vision and goals and in compliance with sanctioning standards - safety, fairness (laws of badminton) and hosting guidelines. 2
Liaising with Tournament Directors regarding hosting needs including event registration, TP file development, tournament prospectus, confirming of event services, officials, volunteer recruitment, communication and promotions of each tournament on Badminton BC communication and social media platforms. Working closely with the Technical Events Committee to ensure Championships, circuit events and sanctioned tournaments are confirmed to the annual events schedule and announced by June 1, annually. Attend and manage events as Badminton BCs representative. Act as the Tournament Director when required. Rental of event vehicle and transfer of event hosting equipment and supplies to host destination. Manage inventory of Badminton BC event services equipment. Coordinating entry files and registration of all participants in identified events. Recruits and trains volunteers as required; manages database of event volunteers. Orders provincial trophies, medals and signage. Develop and distribute pre and post event media releases Reconcile events for - registration, payments, purses and invoicing; ensure prize money, hosting grants, entry fees and invoicing is sent to recipients in a timely manner. Maintain and update event records and history. Work closely with event sponsors to ensure needs is met, and contract is executed. Work with each Tournament Director and Tournament Referee on the tournament prospectus, TP file development, registration set up and oversight, membership validation, approval of the draw, seeding and timing, and scheduling of publishing draw and results. Prepare sanctioned athlete and coach rosters for BC Team to the Senior and Junior/U23 National Championship each year. Working with the Competitions Committee to: Produce an annual events calendar by June 1, annually Review and maintain Hosting Guidelines for Badminton BC events and competitions. Review and maintain a tournament sanctioning process which is central to the Associations risk management plan. Coordinate and communicate tournament sanctioning approvals and minimum of 4 xs per year. Annually review and recommend Provincial and National Championships eligibility criteria. Develop and maintain annually the ranking list of all competitive members in all events Confirm annually the provincial ranking formula. Develop and deliver Tournament Software training workshops for clubs. Develop and maintain annually the performance results of BC athletes at Provincial and National Championships Development tournaments are consistently executed with the Committee vision and 3
objectives and in compliance with the sanction and hosting guidelines. SKILLS, COMPETENCIES and EXPERIENCE: Advanced computer skills in a Windows and MS Office environment. Strong verbal and written communication skills. Superior customer service skills. Responsible, detail orientated, efficient, and creative. Highly organized and exceptional problem solver who can work effectively with minimum supervision and within limited resources. Display a high degree of cultural awareness in dealing with a culturally diverse membership. Must possess a BC Class 5 or equivalent driver s license and have reliable transportation. Physical work is required at times. Able to carry out other additional duties/projects as assigned by the Executive Director. 1-2 years of previous experience in a similar position is required. Experience working in a provincial sport organization is an advantage. The ability to work in the Mandarin language would be welcomed. Office hours: Monday-Friday from 8:30-4:30 at the Associations office located in Surrey, BC. Some weekend, evenings and holidays will be required as necessary. COMPENSATION & BENEFITS: Remuneration range is $30,000 - $40,000 per year commensurate with qualifications and experience. Extended health and dental benefits as determined by the Association s group plan and human resources policy. Two (10 working days) paid vacation. Annual Badminton BC Associate membership dues. Candidates may apply by email or mail to: Penny Gardner Executive Director Badminton BC 110-12761 16 Avenue Surrey, BC V4A 1N2 executivedirector@badmintonbc.com Application Posted: Friday, July 29, 2016 Application Deadline: Wednesday, August 24, 2016 at 12 noon. Badminton BC thanks all interested parties however only those short-listed will be contacted and kindly requests no telephone inquiries regarding this posting. 4
5