Club Staff Job Description Guidelines

This tool can help you draft job descriptions for all positions

In an effort to analyze each position held within the organization the first step is to create an accurate job description. The immediate supervisor and the employee should write (and review) this job description in cooperation. The job description should be as specific as possible and should include:

1. Mission, Vision and Values Statement

2. Job Title

3. Attributes

   1. What attributes would make this employee capable of performing any task?

   2. What is the Company looking for in an employee?

   3. What capabilities are desired for the job?

1. Position Summary (responsibilities)

   1. What the employee actually does:

      • What are the most important duties performed?

      • What are the secondary duties?

      • How often are the duties performed?

      • What is the nature and scope of decision-making?

      • Is the position overtime exempt or non-exempt?

   2. What other responsibilities does the position have to the club that may not be directly related to the particular job?

   3. Break duties and responsibilities into categories:

      1. Administrative (including who reports to this position)

      2. Financial

      3. Communications

      4. Programs

      5. Training and Competition

      6. With athletes

      7. With parents

      8. With the community

2. Responsible To

   1. What are the reporting relationships?

   2. What internal and external contacts are involved?

   3. What are the general working conditions (i.e. place, hours, advantages, co-workers)?

3. Required Skills and Certifications

   1. What human relations and personal skills are required?

   2. USSA Coaches and Officials certification standards?

   3. What interpersonal skills are required to support relationships with others?

   4. Is the position detail oriented?

   5. Is logic or reasoning required?

   6. What specific skills are absolutely essential?

   7. Is good grooming required?

   8. How important is attitude?

4. Hours This should be a description of the estimated hours, schedule, holidays and other logistical information regarding the position.

5. Description of physical demands, work environment and use of equipment. This section should include information regarding the physical demands of the position, how much time will be on-hill? What types of “extra” duties, hours, or expectations exist with regards to events, competition/travel, or support of other initiatives? What equipment will this position be expected to use?

6. Compensation and Benefits

   1. Annual salary commensurate with administrative experience?

   2. Workman’s compensation insurance and liability insurance?

   3. Annual professional development/travel budget to be approved by Board of Director’s?

   4. Contract to include considerations for administrative, travel and coaching obligations?

7. At –Will Disclaimer: Depending on the state you are located in, the job description may need to include an “At-Will” Disclaimer stated in the employee handbook and have signature lines for both the employee and the supervisor. The job description should be the main focal point when evaluating employees.

For assistance contact: education@ussa.org