Flying Angels Track & Field
Full-Time | 35 Hours Per Week

 

 

JOIN THE FLYING ANGELS TEAM

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Flying Angels is seeking an experienced, highly organized, and results-oriented Full-Time Track & Field Program & Events Coordinator to take responsibility for the successful coordination and delivery of our track and field programs, competitions, and special events.

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This is a hands-on coordination and leadership position for someone who knows how to plan, organize, execute, follow up, and deliver successful programs and events.

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We are looking for someone who can take ownership of an initiative, determine what needs to be done, establish a plan and timeline, coordinate the people and resources required, solve problems, and ensure the initiative is successfully completed.

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The successful candidate must be proactive, resourceful, accountable, and comfortable managing multiple responsibilities without requiring constant direction or supervision.

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ABOUT THE POSITION

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Flying Angels operates track and field programs at locations throughout Ontario and organizes several track and field competitions and special events each year.

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The Track & Field Program & Events Coordinator is responsible for the successful operation of assigned programs and events.

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The position combines:

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• Program coordination

• Event management

• Track meet operations

• Officials and volunteer coordination

• Facility coordination

• Equipment and logistics

• Communications

• Project management

• Administrative planning and follow-up

 

The Coordinator reports to the Program Director but is expected to independently manage assigned responsibilities and provide regular updates on progress, challenges, and outcomes.

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This is a position for someone who can take responsibility for getting things done.

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PRIMARY AREAS OF RESPONSIBILITY

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The Track & Field Program & Events Coordinator has two major areas of responsibility:

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1. PROGRAM OPERATIONS

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Take responsibility for ensuring assigned Flying Angels programs and locations are properly organized, coordinated, and operating successfully.

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2. TRACK MEETS & EVENTS

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Take responsibility for the planning, organization, coordination, and successful operational delivery of assigned Flying Angels-hosted track meets and special events.

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The Coordinator is accountable for ensuring plans are converted into successful outcomes.

 

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PROGRAM COORDINATION & OPERATIONS

 

The Coordinator is responsible for the successful coordination of assigned Flying Angels programs and locations.

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Responsibilities include:

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• Coordinate the operation of assigned Flying Angels programs

• Ensure programs are prepared and operational for each season

• Coordinate program schedules and operational requirements

• Ensure training location information is accurate and current

• Coordinate program launches and seasonal transitions

• Monitor athlete participation and program capacity

• Coordinate with coaches regarding program requirements

• Ensure coaches and staff receive the information required to operate their programs

• Communicate program information and changes to appropriate stakeholders

• Monitor assigned programs and identify operational issues

• Resolve day-to-day program issues within the scope of the position

• Coordinate camps, clinics, specialty programs, and other assigned initiatives

• Maintain accurate program records and operational information

• Establish and monitor program deadlines

• Follow up to ensure required tasks are completed

• Identify opportunities to improve program operations and participant experience

• Provide regular updates and recommendations to the Program Director

 

 

TRACK MEET & EVENT MANAGEMENT

 

Organizing and successfully delivering Flying Angels-hosted track meets is a major responsibility of this position.

 

The Coordinator will be responsible for assigned competitions from the planning stage through event delivery and post-event follow-up.

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Responsibilities include:

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• Develop comprehensive event plans and timelines

• Establish deadlines and key milestones

• Identify all operational requirements for each competition

• Coordinate venue and facility requirements

• Coordinate officials and volunteer requirements

• Coordinate equipment and event supplies

• Coordinate awards and medals

• Coordinate registration and check-in requirements

• Coordinate signage, credentials, passes, and operational materials

• Coordinate hospitality, hydration, concessions, and other assigned operational areas

• Communicate with participating clubs, coaches, officials, volunteers, facilities, suppliers, and other stakeholders

• Monitor event preparation and outstanding deliverables

• Follow up to ensure deadlines are met

• Identify potential problems before competition day

• Develop and implement solutions

• Escalate significant issues when appropriate

• Ensure all assigned operational areas are prepared before the competition begins

• Coordinate post-event breakdown and follow-up

• Conduct post-event reviews and recommend improvements for future competitions

 

The Coordinator is expected to know how to manage an event plan, maintain timelines, coordinate multiple stakeholders, anticipate problems, and ensure deliverables are completed.

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MEET-DAY LEADERSHIP & OPERATIONS

 

On competition day, the Coordinator will have an active leadership role in event operations.

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Responsibilities include:

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• Oversee assigned aspects of venue setup

• Confirm operational areas are prepared before the event begins

• Coordinate officials and volunteers

• Ensure personnel understand their assignments

• Ensure required equipment, supplies, and materials are in place

• Monitor event operations throughout the competition

• Communicate with staff, officials, volunteers, coaches, suppliers, and facility representatives

• Identify and resolve operational issues

• Reallocate people and resources when necessary

• Provide clear direction to event personnel

• Monitor assigned event areas throughout the competition

• Escalate significant issues to the Program Director when necessary

• Coordinate event breakdown and cleanup

• Ensure equipment and supplies are accounted for and properly stored following the event

• Complete required post-event follow-up

 

The successful candidate must be comfortable making decisions and solving problems in a fast-paced live-event environment.

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OFFICIALS COORDINATION

 

The Coordinator is responsible for ensuring assigned competitions have the officials required for successful operation.

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Responsibilities may include:

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• Determine officials requirements

• Recruit officials

• Maintain officials contact and availability information

• Track confirmations

• Prepare assignment lists

• Communicate reporting times, schedules, dress requirements, parking information, and event instructions

• Coordinate officials sign-in

• Ensure officials receive required information and materials

• Coordinate officials hospitality

• Monitor staffing levels and fill vacancies

• Provide operational support to officials during competitions

• Maintain accurate officials records following events

 

 

VOLUNTEER COORDINATION

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The Coordinator is responsible for ensuring assigned events have sufficient volunteers and that volunteers are properly organized and managed.

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Responsibilities include:

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• Determine volunteer requirements

• Recruit volunteers

• Maintain volunteer lists

• Track confirmations and availability

• Develop volunteer assignments

• Communicate responsibilities and reporting instructions

• Prepare volunteer information and materials

• Coordinate volunteer sign-in

• Provide direction and leadership on event day

• Reassign volunteers when operational needs change

• Monitor volunteer coverage throughout the event

• Address staffing gaps

• Coordinate post-event follow-up when required

 

 

FACILITIES, EQUIPMENT & EVENT LOGISTICS

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The Coordinator is responsible for ensuring the logistical requirements of assigned programs and events are properly planned and executed.

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Responsibilities may include:

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• Coordinate requirements with facilities and venues

• Conduct pre-event venue walkthroughs when required

• Identify equipment and supply requirements

• Develop and maintain equipment and supply checklists

• Coordinate transportation of equipment

• Ensure equipment and supplies arrive at the appropriate location

• Coordinate tables, chairs, tents, signage, barriers, and other event requirements

• Maintain event supply inventory

• Identify equipment or supplies requiring purchase, replacement, or repair

• Develop setup and breakdown plans

• Ensure equipment and supplies are returned and properly stored following events

 

 

CAMPS, CLINICS & SPECIAL PROGRAMS

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The Coordinator may also be responsible for Flying Angels camps, clinics, special programs, and community initiatives.

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For assigned initiatives, responsibilities may include:

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• Develop an operational plan

• Establish timelines and deadlines

• Coordinate facilities

• Coordinate staffing

• Coordinate participant registration

• Develop schedules

• Ensure equipment and supplies are available

• Communicate with participants and staff

• Oversee on-site operations

• Monitor program delivery

• Resolve operational issues

• Complete post-program follow-up

• Evaluate outcomes and recommend improvements

 

 

COMMUNICATION & STAKEHOLDER COORDINATION

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The Coordinator will regularly communicate and coordinate with:

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• Coaches

• Athletes and families

• Officials

• Volunteers

• Flying Angels staff

• Facilities and venue representatives

• Suppliers and service providers

• Participating clubs

• Community partners

 

The Coordinator is responsible for ensuring stakeholders receive the information they need, understand their responsibilities, and meet required deadlines.

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Strong follow-up skills are essential.

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Sending an email or assigning a task is not considered completion. The Coordinator is expected to follow up, confirm, and ensure required deliverables are completed.

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PLANNING, PROJECT MANAGEMENT & ACCOUNTABILITY

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The successful candidate must already possess strong organizational and project coordination skills.

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Responsibilities include:

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• Develop project and event plans

• Create and maintain timelines

• Establish deadlines and milestones

• Develop operational checklists

• Track outstanding tasks and deliverables

• Follow up with individuals responsible for completing tasks

• Maintain organized project and event records

• Monitor progress against established plans

• Identify risks and delays early

• Develop solutions and contingency plans

• Provide progress updates to the Program Director

• Complete assigned initiatives within established timelines

• Evaluate results and identify improvements

 

The Coordinator must be able to move projects forward without requiring constant reminders or direction.

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EXPERIENCE & QUALIFICATIONS

 

We are looking for someone who already has demonstrated experience in program coordination, event management, project coordination, sport administration, recreation, or a related field.

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The successful candidate should have:

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• Previous experience coordinating programs, projects, events, or operations

• Demonstrated ability to take responsibility for projects from planning through completion

• Strong organizational and time-management skills

• Experience managing timelines and multiple deadlines

• Experience coordinating people, suppliers, volunteers, or other stakeholders

• Strong problem-solving and decision-making skills

• Excellent written and verbal communication skills

• Strong attention to detail

• Ability to prioritize multiple responsibilities

• Ability to work independently without constant supervision

• Ability to provide leadership and direction when required

• Confidence following up with people and holding others accountable to deadlines

• Ability to remain organized under pressure

• Strong computer and administrative skills

• A professional and dependable approach to work

 

Experience in sport management, recreation, event management, event operations, project coordination, community programming, or youth sport is strongly preferred.

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Experience in track and field would be an asset.

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EDUCATION

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Post-secondary education in one of the following areas would be an asset:

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• Sport Management

• Recreation Management

• Event Management

• Business Administration

• Project Management

• Kinesiology

• Sport Administration

• Hospitality or Event Operations

• A related field

 

Equivalent relevant professional experience will also be considered.

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COMPUTER & TECHNOLOGY SKILLS

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Applicants should be comfortable using technology to organize and manage their responsibilities.

Experience with the following is an asset:

• Microsoft Word and Excel

• Google Docs, Sheets, Forms, and Drive

• Email and online communication platforms

• Project management and planning tools

• Scheduling systems

• Online registration systems

• Spreadsheets and databases

• Online forms

• Website content management systems

 

Applicants should be comfortable learning Flying Angels-specific systems, but should already possess strong general computer and technology skills.

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HOURS & SCHEDULE

 

This is a full-time position of approximately 35 hours per week.

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This is not strictly a Monday-to-Friday daytime position.

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Flying Angels programs frequently operate during evenings, and track meets and special events commonly take place on weekends.

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Because track meet and event management is a major responsibility of this position, evening and weekend work will be required at various times throughout the year.

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The weekly schedule may be adjusted around competitions, programs, and special events.

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Applicants must be comfortable working a flexible schedule during busy program and event periods.

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PHYSICAL & EVENT REQUIREMENTS

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This is a hands-on sport and event operations position.

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Applicants should be comfortable:

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• Working at track and field facilities and event venues

• Walking and standing for extended periods during events

• Moving throughout large competition venues

• Participating in event setup and breakdown

• Organizing and moving event supplies and equipment

• Working indoors and outdoors

• Travelling locally to Flying Angels locations and competition venues

 

Reasonable accommodations can be made where appropriate.

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WHO WE'RE LOOKING FOR

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We are looking for someone who is ready to take ownership.

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You should already understand how to organize a project or event, manage a timeline, coordinate people, follow up on outstanding responsibilities, solve problems, and get things completed.

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You don't need someone standing over you reminding you about every deadline.

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When you identify a problem, you look for a solution.

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When someone hasn't completed something you need, you follow up.

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When a deadline is approaching, you make sure the work is on track.

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And when you are responsible for an event or program, you take pride in ensuring it is successfully delivered.

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You will need to learn the specific programs, systems, standards, and procedures used by Flying Angels, but you should arrive with the professional skills, experience, judgment, and initiative required to perform the role.

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HOW TO APPLY

 

Interested candidates should complete the Flying Angels Online Employment Application.

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Please be prepared to provide:

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• Your contact information

• Your résumé

• Information about your education and previous work experience

• Your availability

• Details about programs, projects, or events you have been responsible for coordinating

• Examples of your leadership and organizational experience

• A brief explanation of why you are interested in working with Flying Angels

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APPLY NOW

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Only candidates selected to move forward in the hiring process will be contacted.

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ABOUT FLYING ANGELS

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Flying Angels is a growing track and field organization providing training, competition, athlete development, and youth sport programming at locations throughout Ontario.

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Our programs serve athletes at different ages and stages of development—from young athletes learning the fundamentals of track and field to competitive athletes pursuing provincial, national, and international competition.

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Flying Angels also organizes and hosts track and field competitions throughout the year.

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As our organization continues to grow, we need experienced, capable people who can take responsibility for programs and events and turn plans into successful outcomes.

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If you are organized, experienced, resourceful, accountable, and ready to take ownership, we would like to hear from you.

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APPLY NOW