Athletics Program Manager

General Summary

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system which offers both a defined benefit and a defined contribution option. While the City does not participate in VRS, the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Manages, oversees, and evaluates all aspects of city’s Athletics Program.
• Develops programs, creates leagues, and schedules staff.
• Supervises, schedules, trains, motivates, coaches, assigns/directs work, and evaluates the performance of subordinate staff; makes final decisions on interviewing, hiring, and administration of disciplinary action, and in accordance with established personnel policy and procedures.
• Maintains efficient and effective operations, including in response to sudden changes in staffing and workloads.
• Ensures facilities are properly prepared for activities and coordinates needs with P&R staff.
• Handles complex problems/situations and provides technical expertise to staff.
• Advises management in the development of short-, medium-, and long-term strategies, goals and objectives of the program; and implements those strategies and objectives.
• Plans, develops, and implements outreach to increase overall participation, as well as the dissemination of information for programs and events.
• Develops and maintains professional working relationships with community and corporate partners, and other agencies to grow and support programming.
• Responds to and communicates with participants, parents, co-workers, and the public effectively, professionally, courteously, and thoroughly, including in the handling of complaints and concerns.
• Works with other department divisions to coordinate programs and provide services.
• Develops, prepares, submits and monitors annual Athletic Programs budget. Develops budget justifications for capital equipment, staffing and annual operating supplies, making budget recommendations to management.
• Forecasts needed equipment and supplies and makes purchase requisition in order to maintain inventory as necessary.
• Authorizes, allocates, inventories and purchases equipment and recreation supplies within authorized limits.
• Plans, schedules, conducts and documents specialized on-site staff training.
• Conducts program and service delivery evaluations using a variety of tools for use in developing future programming.
• Accountable for accurate time and attendance reports and accident reports for subordinate staff; checks, verifies, updates, and/or corrects program payroll, timesheets, and time records for approval.
• Completes, maintains, and submits various financial, administrative and statistical reports.
• Ensures that all facilities meet quality standards for housekeeping, cleanliness, and maintenance; coordinates issues with appropriate P&R staff.
• Ensures that programs, facilities, and personnel meet all standards and compliance for certifications and licenses, health and safety standards, and operational procedures related to the area of assignments; including completing safety assessments, maintaining a hazard free environment, and documenting issues to identify risk areas and recommendations.
• Compiles and retains operational and safety records and complies with federal, state and City safety standards.
• Enforces, implements, and complies with all applicable policies and procedures, evaluates their effectiveness and recommends changes.
• Ensures that all required certificates, licenses, permits and operating requirements are current and posted.
• May be required to work weekends, nights, holidays or to be called back to work in weather or non-weather emergencies or as needed to provide necessary services to the public.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Bachelor’s degree in recreation, sports management, physical education, business management, or related field AND 3 years of progressively responsible experience in recreation, sports management, athletics, or related area, including at least 2 years of supervisory experience in an athletic/recreation environment.

• Associate degree in recreation, sports management, physical education, business management, or related field AND 5 years of progressively responsible experience in recreation, sports management, athletics, or related area, including at least 2 years of supervisory experience in an athletic/recreation environment.

• High School diploma or GED AND 7 years of progressively responsible experience in recreation, sports management, athletics, or related area, including at least 2 years of supervisory experience in an athletic/recreation environment.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

• Parks & Recreation Professional certification (CPRP).

• CPR/First Aid/AED certification or the ability to become certified within 3 months of hire.
• Must obtain and maintain a valid Virginia driver’s license and acceptable driving record according to city criteria.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

• Thorough knowledge of the planning, implementation, and best practices regarding athletic programs.
• Thorough knowledge of coaching techniques and training group work methods and activity facilitation.
• Thorough knowledge of applicable local, State, and Federal policies, procedures, regulations, and fiscal management.
• Knowledge of first aid methods and safety precautions used in recreational work.
• Knowledge of fiscal record keeping and inventory procedures.
• General knowledge of customer service methods and procedures
• General knowledge of methods to motivate, supervise, and evaluate staff and to develop and implement staff training programs.

• Intermediate: ability to read and understand written materials such as newspapers, magazines, journals, multi-step instruction manuals, and reference materials.

• Intermediate: ability to organize data and write clear and concise reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ability to financial, administrative, and operational reports.

• Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.

• Intermediate: Establishes and maintains effective working relationships with patrons, parents, co-workers, staff, citizen groups, and the public. Provides information on current and revises policies and procedures. Contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Requires the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

• Requires Limited Direction: normally completes work according to their own judgment, requesting supervisory assistance occasionally. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Intermediate skill in Microsoft Office applications, departmental software, and peripheral equipment.

• Develops, prepares, and submits annual budget for assigned facility/program, providing justifications for capital equipment, staffing and annually operating supplies. Responsible for monitoring budget/fiscal expenditures for a work unit of less than department size (programs, activities, projects or small organizational units). May recommend budget allocations.

• Manages, oversees, and monitors performance of a regular group of employees. Makes decisions on hiring, discipline, work objectives/goals, performance evaluation and work assignments.

• Organization and time management skills; sometimes under strict time constraints.
• Excellent customer service skills.
• Works closely with others as part of a team.
• Independently balances multiple complex tasks.
• Works effectively with sensitive and confidential issues and information.
• May require emergency response.
• May be required to work additional hours outside of normal schedule.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Conditions & Additional Information

Physical Demands:

• Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects. Remains in stationary position for long periods of time.
• May require occasional stooping, reaching, standing, walking, lifting, carrying, grasping.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations
• Ability to observe details at close range (within a few feet of the observer).

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

• Work is usually performed in an office where there may be exposure to a computer screen for extended periods of time and monitor glare.
• Work may also be performed outdoors or inside a recreation/neighborhood facility where there may be exposure to outdoor weather conditions, vibration, moving mechanical parts, uneven terrain, and fumes/airborne particles.
• The noise level is usually moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.