Athletic Programs Coordinator

City of Boca Raton

Boca Raton (FL)

On-site

USD 52,000 - 75,000

Full time

8 hours ago

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Benefits offered by this job

Health Insurance

Paid time off

Retirement plans

Job summary

The City of Boca Raton is seeking an Athletic Programs Coordinator to oversee day-to-day operations of community sports leagues and events. You will coordinate practices, competitions, facility bookings, and training schedules while ensuring safety and policy compliance.

Under the Athletics Programs Administrator, you will handle billing, records, reporting, and stakeholder communication, balancing multiple tasks in a dynamic public-service environment.

Qualifications

Knowledge of program planning, scheduling and event management.
Understanding of various sports rules, equipment and regulations.
Ability to communicate clearly with user groups and staff.

Responsibilities

Coordinate scheduling of practices, competitions, and events for recreational activities.
Ensure facility bookings and proper field layouts for events.
Prepare reports on participation and residency; manage safety documentation.

Skills

Program planning

Scheduling

Event management

Education

Bachelor or higher in Recreation/PE related field

Tools

Sports management software

Job description

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job — it’s your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to their employees:

Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
Continuous Service Benefit: Paid out annually after 5 years of service
Work-Life Balance: Flexible work schedule
Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

General Statement Of Job

The Athletic Programs Coordinator position manages and oversees the day-to-day operations of athletic programs and events. This individual will be responsible for coordinating sports leagues, training schedules, and ensuring that all activities run smoothly. Under the supervision of the Athletic Programs Administrator, this position performs administrative duties such as billing and tracking field usage while ensuring all policies and procedures are safely met. In this role, excellent communication skills and the ability to manage multiple tasks efficiently are required.

Essential Functions

Coordinate scheduling of practices, competitions, and events for recreational activities with internal and external user groups.
Ensure logistical needs are met for events, such as facility bookings and proper field layouts.
Act as a liaison between user groups and administration regarding program details and issues
Prepare and present reports on program participation and residency breakdown.
Monitor adherence to safety protocols, risk management policies, and ensure proper documentation of incidents or injuries.

Related Tasks

Maintains records of participation and residency.
Investigate complaints related to program operations, facilities, or staff, and propose solutions to improve the experience.
Manage the booking of sports facilities (e.g., gymnasiums, fields, courts) for practices, events, and competitions, ensuring there are no conflicts with other programs.
Performs related tasks as required

Knowledge Of

Knowledge, Skills and Abilities

Program planning, scheduling and event management.
Various sports rules, equipment and regulations.

Skilled In

Communication with the ability to deliver clear instructions to user groups and internal staff.
Competency with sports management software, scheduling tools, and communication platforms.

Ability To

Adapt to changing schedules, weather conditions, and unexpected challenges that arise during athletic events or training sessions.
Resolve conflicts and maintain a positive environment.
Juggle multiple responsibilities, including planning, overseeing daily activities, and managing long-term projects.
Address issues quickly and effectively, such as conflicts, logistical problems, or unanticipated changes in schedules.

Minimum And Preferred Qualifications

Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in recreation, physical education or related field

Preferred Qualifications

Experience in the field of venue booking and/or administrative office management.

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

Post Offer Pre-employment Screening Requirements

Criminal Background Check
Employment Verification

Physical and Environmental Demands and Conditions

The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Occasionally moving about within the immediate work area to accomplish tasks
Occasionally repeating motions that may include the wrists, hands, and/or fingers
Continuously remaining in a stationary position, often standing or sitting for prolonged periods
Continuously communicating with others to exchange information
Continuously operating a computer and other equipment using motions requiring manual dexterity or fine motor skills
Continuously assessing the accuracy, neatness, and thoroughness of the work assigned
Continuously observing details accurately and identifying variances
Continuously working in a normal office environment with few physical discomforts
Continuously maintaining regular in-office or on-site attendance

Essential Employee Designation

When normal operations of City departments are suspended or interrupted due to a declaration that a state of emergency exists, any employee may be deemed essential by the City. For the preparation and/or continuation of emergency operations or for special work detail, employees deemed necessary shall be required to work.

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

Benefits Summary

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Years of Service Accrual

0 to 5 full years 8 hours per month
5 to 10 full years 10 hours per month
10 to 15 full years 12 hours per month
15 full years and over 14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of Service Percentage

Less than 2 full years 0%
2 to 5 full years 10%
5 to 10 full years 20%
10 full years or more 30%
Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1, each year - Paid during the month of December.

Years of Service Benefit

5 to 10 full years $600 annually
10 to 15 full years $800 annually
15 full years and over $1,000 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.

What is the highest level of education you have completed? NOTE: You must attach proof (diploma or degree or transcripts) of highest education completed with your application. Failure to do so may result in your application being marked as incomplete and removed from consideration.

Less than High School
High School Diploma or GED
Trade or Vocational School
Associates Degree or 60 credits of college courses
Bachelors Degree
Masters Degree

If you possess a college degree, please indicate your major or field of study.

Recreation
Physical Education
Sports Management/Sports Administration
Parks and Recreation Management
Business Administration/Management
Other related field
My degree is not in a related field
I do not possess a college degree

If you do not meet the educational requirement through a related degree, do you possess sufficient additional related experience to meet the stated education/experience equivalency requirement? Additional experience may be accepted in lieu of postsecondary education as stated in the job posting.

Yes
No
Not applicable; I meet the education requirement

How many years of professional experience do you have in recreation programs, athletic programs, sports operations, event coordination, facility scheduling, or a closely related field?

No experience
Less than 1 year
1 to less than 2 years
2 to less than 4 years
4 or more years

Please describe your education and/or professional experience that demonstrates how you meet the minimum qualifications for this position. Include the organization, position held, prima

How much experience do you have coordinating or scheduling athletic programs, sports leagues, practices, competitions, tournaments, or recreational events?

No experience
Less than 1 year
1 to less than 2 years
2 to less than 4 years
4 or more years

How much experience do you have performing administrative functions related to recreation or athletic programs, such as billing, maintaining participation records, tracking facility usage, preparing reports, or verifying residency information?

No experience
Less than 1 year
1 to less than 2 years
2 to less than 4 years
4 or more years

Please describe your experience using recreation management, facility scheduling, registration, or sports management software. Include the systems or applications you have used and how you used them.

Are you willing and able to work a flexible schedule that might include evenings, weekends, and holidays as needed?