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Job Descriptions

To learn more about what each member of the OHSVCA does, simply click the respective Job Description from the menu below.

All Star Match Coordinator

Job Description

Position: Subcontracted Position

Contract dates: December 1st to November 30th

Attendance Requirements (Mileage paid): State tournament meeting, Clinic meeting, All-Star Banquet, All Star Match

Salary: Level V

Lodging Requirements (paid): OHSAA state tournament Thursday and Friday

Duties:

  1. Plan, organize, and execute the OHSVCA State All Star Match.
  2. Secure a site for the OHSVCA State All Star Match.
  3. Verify OHSVCA membership for the OHSVCA State All Star Match coaches and coaches of players participating in the OHSVCA State All Star Match.
  4. Verify participation of OHSVCA State All Star Match coaches and officials. Select players from the All Ohio Teams to fill open roster spots.
  5. Collect all forms for the OHSVCA State All Star Match players and coaches.
  6. Create and run copies of programs for the All Star Match and Banquet.
  7. Be the onsite supervisor for the OHSVCA State All Star Match. Coordinate district trustees to assist with all star match operations.
  8. Plan and organize the OHSVCA State All Star Match Banquet.  Secure a site and contract catering services for the OHSVCA State All Star Match Banquet.
  9. Collect OHSVCA State All Star Match Banquet reservations.
  10. Be the onsite supervisor for the OHSVCA State All Star Match Banquet.
  11. Prepare and post OHSVCA State All Star Match and Banquet report for the OHSVCA President.
  12. Prepare for the treasurer a projected annual itemized budget of expenses and/or revenue for the position. 
  13. Update contact information and news on the OHSVCA website.

Updated 3-10-20

Awards Coordinator

Job Description

Position: Subcontracted Position

Contract dates: December 1st to November 30th

Attendance Requirements (Mileage paid):  OHSVCA Clinic (Friday), OHSAA tournament (Thursday and Friday), OHSVCA All Star Match

Salary: Level II

Lodging Requirements (paid): OHSVCA Clinic (Thursday), OHSAA tournament (Thursday and Friday), OHSVCA All Star Match (Saturday)

Duties:

  1. Compile information, order and deliver the following awards to the OHSVCA State All Star Match and Banquet. Mail any unclaimed awards.
    1. OHSVCA All Ohio awards.
    2. OHSVCA State All Star Match coaches, players and officials awards.
    3. OHSVCA Coach of the Year and Coaches Achievement Awards.
    4. OHSVCA State Poll Champion.
  2. Order and present Final Four Pins at the OHSAA State Volleyball Tournament.
  3. Notify the Hall of Fame inductees, Jim Muth Sportsmanship, and Lifetime Achievement Award winners of their selection and ceremony information.
    1. Write an article for each Hall of Fame inductee, Jim Muth Sportsmanship and Lifetime Achievement award winner.
    2. Submit the article and a picture to the OHSVCA website, the OHSAA website, and the hometown newspaper.
    3. Keep a file of each inductee for future reference.
    4. Hold Hall of Fame and Lifetime Achievement Nominee forms for 5 years and nominate yearly.
  4. Responsible for all matters pertaining to the organization and administration of the Scholastic Awards. Provide up-to –date criteria and forms to the website. Prepare all awards. Mail individual awards and prepare team awards for distribution at the clinic.
  5. Compile information, order and deliver the Coaches Milestones Awards to the OHSVCA Clinic. Mail any unclaimed awards.
  6. Prepare for the treasurer a projected annual itemized budget of expenses and/or revenue for the position.
  7. Update contact information and news on the OHSVCA website.

Updated 11-10-17

Clinic Registration and Membership Coordinator

Job Description

Position: Subcontracted Position

Contract dates: December 1st to November 30th

Attendance Requirements (Mileage paid): State tournament meeting, Clinic meeting, Winter Work Session

Salary: Level IV

Lodging Requirements (paid): Clinic Meeting, OHSAA state tournament Thursday and Friday, Winter Work Session

Duties:

  1. Coordinate with web master for online clinic and membership registration and payment parameters.
  2. Set membership Clinic dates, fees and links for web master.
  3. Post members list to webmaster, board members and trustees.
  4. Verify OHSVCA membership for the poll voting and all state awards players and coaches.
  5. Verify and collect membership dues and submit to Treasurer.
  6. Create name tags for Clinic, lanyards, etc.
  7. Report registration survey questions to specific coordinators for clinic (division, district, t-shirts..)
  8. Report and cross reference Lifetime membership concerns.
  9. Activate all members on OHSVCA web page
  10. Register onsite at clinic
  11. Prepare a post OHSVCA State Membership report for the OHSVCA President.
  12. Update contact information and news on the OHSVCA website.

Updated 11-10-17

District Trustee

Job Description

Position: District Trustee

Eligibility: Active member in the OHSVCA

Selection / Term of Service: As determined by each district

Attendance Requirements (Mileage to be paid by district): All OHSVCA meetings and events

Salary: None

Lodging Requirements (To be paid by district): OHSVCA meetings / events that necessitate an overnight stay

Duties:

  1. Attend all OHSVCA meetings or arrange for an appropriate replacement. Assist with OHSVCA functions including the clinic, hospitality room at the OHSAA state tournament and OHSVCA All Star weekend or arrange for a replacement. 
  2. Obtain a door prize worth $30 for the state clinic.
  3. Emphasize to your district the importance of joining the OHSVCA by September 30th.
  4. Update contact information and district news on the OHSVCA website.
  5. Be the district representative to the OHSVCA meetings:
  6. Vote on the business of the agenda
  7. Voice your districts concerns and suggestions to the OHSVCA
  8. Report OHSVCA decisions and discussions to your district
  9. Provide your district with the OHSVCA all-star match information for the player representatives from each division.  Confirm that the player is able to play in the match. Report player information to the state all star game coordinator. Check to see if coaches are active members of the OHSVCA.
  10. Emphasize to your district members to report scores and statistics to the MaxPreps website.  Responsible for providing players in district all star matches with OHSVCA insurance form.
  11. Enroll poll voters from your district on Poll Coordinators Spreadsheet by end of August.  Encourage poll voters to vote each week. 
  12. Keep your district aware of awards, forms, and scholarship opportunities.
  13. Serve as a member of the Ways and Means, Appropriations/Events, or Constitution/Bylaws/Job Descriptions Committee. Also serve as a member of a scholarship committee and Hall of Fame Committee.
  14. Report end of year (12/31) district balance to CFO each year.

Updated 2-27-22

Camp Coordinator

Job Description

Contract dates: January 31st – December 31st

Salary: Level V

Selection / Term of Service: Selected by the Board of Trustees

Attendance Requirements: Clinic Meeting Lodging Requirements: None

Camp Director Duties:

  1. Update contact information and news on the OHSVCA website.
  2. Contact and enroll campers.  Organize check-in of campers.
  3. Prepare camp schedule.
  4. Prepare media booklet.
  5. Handle all funds.
  6. Present update to President in August.
  7. Serve as disciplinarian at camp.

College Coach Coordinator

  1. Make sure we are in compliance with NCAA / NAIA regulations.
  2. Secure facility.
  3. Hire college coaches.
  4. Secure camp insurance.
  5. Obtain camp T-shirts and awards.
  6. Invite college coaches from surrounding states to attend.

High School Coach Coordinator

  1. Schedule coaches to work as court assistants to assist with equipment, officiate, assist college coaches, and monitor dorms during breaks and after sessions.
  2. Run after dinner tournaments.

Updated 11-16-17

Historian

Job Description

Position: Unpaid Coordinator

Selection / Term of Service: Selected by the Board of Trustees

Attendance Requirements: None

Salary: None

Lodging Requirements: None

Duties:

  1. Update contact information and news on the OHSVCA website.
  2. Keep a written account of the OHSVCA.
  3. Provide a historical account of the OHSVCA. Updated 3-15-09

Junior High Representative

Job Description

Position: District Trustee

Eligibility: Active member in the OHSVCA

Selection / Term of Service: Selected by the Board of Trustees

Attendance Requirements (Mileage to be paid by OHSVCA): All OHSVCA
meetings and OHSVCA clinic

Salary: None

Lodging Requirements (To be paid by OHSVCA): OHSVCA meetings / events that necessitate an overnight stay

Duties:

  1. Attend all OHSVCA meetings or arrange for an appropriate replacement. Assist with OHSVCA clinic.
  2. Assist with Junior High portion of the clinic. Introduce speakers, oversee sessions and conduct open forums for the clinic sessions.
  3. Emphasize to the junior high coaches the importance of the joining the OHSVCA.
  4. Update contact information and news on the OHSVCA website.
  5. Be the junior high representative to the OHSVCA meetings:
    1. Vote on the business of the agenda
    2. Voice your concerns and suggestions of the junior high and middle school coaches to the OHSVCA
  6. Serve as a member of the Ways and Means, Appropriations/Events, or Constitution/Bylaws/Job Descriptions Committee.

Updated 3-15-09

Poll Coordinator

Job Description

Position: Subcontracted Position

Contract dates: November 15 to November 14

Attendance Requirements (Mileage paid): One Day of the OHSVCA Clinic & State Tournament

Salary: Level II

Lodging Requirements (paid): None

Duties:

  1. Recruit, complete, maintain and update a roster of poll voters.
  2. Post on the website with an article explaining the process a coach needs to go through to get his / her team ranked or a player on the All Ohio teams.
  3. Tabulate poll voters’ submissions for each weekly poll and publish link on OHSVCA website. Send results to poll voters and newspapers.
  4. Tabulate All Ohio ballots and publish link on OHSVCA website
  5. Inform All-Ohio Match Coordinator of All-Ohio results
  6. Send emails to the All Ohio players inviting them to the OHSVCA All Star Match to receive their awards.
  7. Update contact information and news on the OHSVCA website. 

Updated 3-10-20

President

Job Description

Position: Officer

Eligibility: Active member in the OHSVCA

Selection / Term of Service: Two years, elected in even numbered years

Attendance Requirements (Mileage paid): OHSVCA and OHSAA meetings /
events

Salary: None

Lodging Requirements (paid): OHSVCA and OHSAA meetings / events that necessitate an overnight stay

Duties:

  1. Coordination of all meetings including Executive Committee, Board of Trustees and General Membership.
    1. Arrangements for meeting place / time / date
    2. Notify attendees / invite appropriate guests
    3. Prepare agenda
    4. Chair meeting
  2. Communication and representation to the OHSAA.
    1. Attend all OHSAA meetings including Board of Control and Presidents meeting.
    2. Serve as a liaison between the OHSAA commissioner for volleyball and the OHSVCA.
    3. Present OHSVCA recommendations to the OHSAA in January.
    4. Report pertinent information concerning the OHSVCA to the OHSAA.
    5. Present recommendations to the National Federation via the OHSAA.
  3. Report all pertinent information concerning the OHSAA and National Federation to the officers, trustees and membership.
  4. Prepare a President’s message for the OHSVCA website.
  5. Monitor progress of all OHSVCA events and committees.
  6. Prepare for the treasurer a projected annual itemized budget of expenses and/or revenue for the position.
  7. Serve as a member of the Executive Committee.
  8. In the event that a coordinator can not fulfill his term, the president or vice- president shall assume the additional duties until the Executive Committee appoints a replacement.
  9. Attend all meetings / events of the OHSVCA.
  10. Update contact information and news on the OHSVCA website.

Updated 3-15-09

Sportsmanship, Ethics and Integrity Coordinator

Job Description

Position: Unpaid Coordinator

Selection / Term of Service: Selected by the Board of Trustees

Attendance Requirements (mileage paid by OHSVCA): OHSAA SEI meetings

Salary: None

Lodging Requirements (paid by OHSVCA): none

Duties:

  1. Update contact information and news on the OHSVCA website.
  2. Attend all OHSAA Sportsmanship, Ethics and Integrity Award meetings and report meeting information to the Board of Trustees.
  3. Provide OHSAA with the OHSVCA SEI winner and obtain the OHSAA award for the winner.

Updated 3-15-09

State Clinic Coordinator Assistant

Job Description

Position: Subcontracted Position

Contract dates: August 16th to August 15th

Attendance Requirements (Mileage paid): Spring Meeting, Clinic Meeting, and
Clinic

Salary: Level II

Lodging Requirements (paid): OHSVCA Clinic Thursday and Friday

Duties:

  1. Assist the Clinic Coordinator plan, organize, and execute the OHSVCA Clinic.
  2. Contact and contract vendors for the clinic.
  3. Plan and set up the vendor area at the clinic site.
  4. Collect door prizes from the vendors present at the clinic.
  5. Procure shirts for the trustees, coordinators and officers to wear at the clinic.

Updated 3-15-09

State Clinic Coordinator

Job Description

Position: Subcontracted Position

Contract dates: August 16th to August 15th

Attendance Requirements (Mileage paid): Spring Meeting, Clinic Meeting, and Clinic

Salary: Level V

Lodging Requirements (paid): OHSVCA Clinic Thursday and Friday

Duties:

  1. Plan, organize, and execute the OHSVCA Clinic.
  2. Be the onsite supervisor for the OHSVCA Clinic. Coordinate district trustees to assist with clinic operations.
  3. Secure a site for the clinic.
  4. Notify the executive director of the number of hotel rooms needed for the clinic.
  5. Prepare a clinic agenda.
  6. Write a clinic event preview for the OHSVCA website.
  7. Provide the executive director with clinic agenda / registration information.
  8. Contract speakers for the clinic.
  9. Collect and copy all handouts for the clinic.
  10. Prepare a progress report for the OHSVCA District Trustees at the Spring meeting.
  11. Prepare a post clinic report for the OHSVCA President.
  12. Prepare for the treasurer a projected annual itemized budget of expenses and/or revenue for the position.
  13. Update contact information and news on the OHSVCA website.

Updated 3-15-09

Technical Support Coordinator

Job Description

Position: Subcontracted Position

Contract dates: March 1st to February 28th

Attendance Requirements (Mileage paid): OHSVCA Clinic, OHSVCA meetings

Salary: Level V

Lodging Requirements (paid): Clinic

Duties:

  1. Serve as the liaison between the OHSVCA and the web services provider.
  2. Provide web services provider with updates on pertinent information on a regular basis. This includes, but not limited to, contacting officers, coordinators, trustees, etc. about district information, contact information, Constitution / Bylaws, on line forms, calendar of events, OHSVCA clinic information, OHSVCA camp information, OHSVCA All Star match information, Hall of Fame, OHSVCA news, scholarship information, award information, past state champions, past award winners, volleyball links, Board minutes and job descriptions.
  3. Give recommendations to the officers and trustees on technical services, software, etc. that may benefit the organization.
  4. Assist the districts in setting up district websites and other services.
  5. Assist in set up and administration of technical support needed for OHSVCA
    functions.
  6. Archive information as needed.
  7. Coordinate services with contracted vendors including but not limited to online registration, online payment services.
  8. Coordinate with assistant clinic coordinator to contract vendors and other businesses to purchase advertising space on the OHSVCA website.  Monitor the advertisements for appropriate content.

Updated 3-10-20

Chief Financial Officer

Job Description

Position: Subcontracted

Eligibility: Member in the OHSVCA

Selection / Term of Service: Subcontracted by the OHSVCA Board

Reports: Directly to the President

Attendance Requirements (Mileage paid): OHSVCA meetings / events

Salary: Level VI

Lodging Requirements (paid): OHSVCA meetings / events that necessitate an overnight stay

Duties:

  1. Handle all money taken in during a calendar year.
  2. Decide what type of accounts to hold and amounts in each.
    1. Checking
    2. Savings
    3. Certificate of Deposits
    4. Debit / Credit Card
  3. Pay all bills. Reimburse members for appropriate documented expenses.
  4. Provide written treasurer’s report at Board of Trustee meetings and OHSVCA
    website.
  5. Pay the scholarship winner upon verification of the college / institution.
  6. Provide change and work admissions at OHSVCA events that charge admission.
  7. Manage and maintain a projected annual itemized budget of expenses and revenue.
  8. Issue contracts to salaried positions.  Keep all contracts on file.
  9. Serve as a member of the Executive Committee.
  10. Attend all meetings / events of the OHSVCA.

Updated 3-6-2016

Director of Operations

Job Description

Eligibility: Active or Lifetime member of the OHSVCA

Selection / Term of Service: Selected by the Board of Trustees

Attendance Requirements (Mileage to be paid by OHSVCA): OHSVCA meetings
(as needed)

Salary: Level 4 $750.00

Lodging Requirements (To be paid by OHSVCA): OHSVCA meetings / events that necessitate an overnight stay

Duties:

  1. Will work with the Board to ensure the smooth operation of the association.
  2. Attend OHSAA  In lieu of an executive committee member
  3. Attend meetings / events of the OHSVCA as needed.
  4. Will make all  necessary arrangements for business meetings including meeting rooms, hotel rooms and meals
  5. Work with Clinic Coordinator on hotels for Clinic Speakers
  6. Prepare for the treasurer an itemized list of expenses for each event.
  7. Update contact information and news on the OHSVCA website.

Updated 3-9-14

Secretary

Job Description

Position: Officer

Eligibility: Active or Lifetime OHSVCA member

Selection/ Term of Service: Two years, elected in odd numbered years

Reports: Directly to the President

Attendance Requirements (mileage paid): OHSVCA Meetings/ Events

Salary: None

Lodging Requirements (paid): OHSVCA meetings and events that require an overnight stay

Duties:

  1. Record minutes of all OHSVCA meetings. Post meeting minutes on the OHSVCA website.
  2. Serve as a member of the Executive Committee.
  3. Manage all OHSVCA social media accounts and post information as necessary.
  4. Maintain an updated contact list for the OHSVCA Board on the OHSVCA website.
  5. Attend all meetings and events of the OHSVCA.

 Updated 3-10-20

Vice President

Job Description

Position: Officer

Eligibility: Active member in the OHSVCA

Selection/Term of Service: Two years, elected in odd numbered years

Reports: Directly to the President

Attendance Requirements (Mileage paid): OHSVCA and OHSAA meetings/events

Salary: None

Lodging Requirements (paid): OHSVCA and OHSAA meetings/events that necessitate an overnight stay

Duties:

  1. Maintain an up-to-date copy of the Constitution and Bylaws of the OHSVCA. Provide copy to the OHSVCA website. When necessary, prepare ballot for constitutional changes to be voted on by the general membership at the clinic meeting. Notify membership of proposed constitutional changes via website prior to the meeting.
  2. Accept nominations for the Lifetime Achievement Award. Prepare ballot for Hall of Fame and Lifetime Achievement Awards. Run election.
  3. Accept nominations and prepare a voting ballot for the clinic meeting for those positions to be elected in that year. Run the election at the clinic.
  4. Maintain an up-to-date copy of the Job Descriptions of the OHSVCA. Provide copy to the OHSVCA website. Periodically review and update job descriptions.
  5. Responsible for all matters pertaining to the organization and administration of the OHSVCA Scholarships. Provide up-to-date criteria and forms to the website. Run the election. Notify the winners. Keep a file of each inductee for future reference.
  6. Maintain an up-to-date copy of the Frequently Asked Questions of the OHSVCA. Provide copy to the OHSVCA website. Periodically review and update FAQ’s.
  7. In the event that the President can not complete the term of office, assume the additional duties of the presidency until the district trustees elect a new president. The same procedure is followed if the secretary can not fulfill his/her term. In the event that a coordinator can not fulfill his term, the president or vice-president shall assume the additional duties until the Executive Committee appoints a replacement.
  8. Constitution / Bylaws / Job Descriptions committee reports directly to the vice-president. Monitor progress and oversee this committee. Serve as chairperson of the Redistricting Committee. Also serve as a member of the Executive Committee.
  9. Attend OHSAA meetings upon request.
  10. Attend all meetings / events of the OHSVCA.
  11. Update contact information and news on the OHSVCA website.

Updated 2-26-22