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Coordinator of Intramural Sports and Youth Camps Position Final Portfolio

Katie Lahmann

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Table of Contents

Job Description ________________________________________ page 3 – 5

Marketing, Recruitment, and Planning Strategies ________ page 6 – 7

Screening Process _____________________________________ page 8 – 9

On-site Schedule and Interview Questions _____________ page 10 – 13

Training Schedule ____________________________________ page 14 – 15

Evaluation Form ______________________________________page 16 – 18

Discipline Procedures ________________________________ page 19 - 21

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Physical Education and Recreation Department

University of Oregon, Eugene 1585 E 13th Ave, Eugene, OR 97403

Date: October 6, 2017

Position Title: Coordinator of Intramural Sports and Youth Camps

Position Type: Full Time, Experienced

Position Salary: $44,549 - $52,397

Reports to: Assistant Director for Intramural Sports and Assistant Director for Youth and Family

Programs

Position Summary: The new coordinator will provide leadership for the diverse and dynamic

intramural program at the University of Oregon, Eugene. The coordinator will be responsible for

hiring, training, supervising, and managing student officials and camp counselors in addition to

creating development programs for these students. This coordinator will also assist in the

oversight and operations of the Duck Trails Camp programs.

Duties and Responsibilities: Supervises, manages, and mentors approximately 80 students and student supervisors within the intramural and camp programs Creates effective recruitment and interviewing strategies to hire qualified officials and counselors for both the intramural and camp programs Creates training modules for newly-hired employees that acclimates them to their new program and is tailored to their specific tasks Assists the Assistant Directors of Intramural Sports and Youth and Family Programs with payroll submission and budget overviews for each semester Coordinates and assists in planning special events such as Family Rec Day and Rec or Treat Learns the duties, responsibilities, and tasks of both Assistant Directors to fill in for those positions when needed Actively communicates with Assistant Directors and student supervisors/camp staff to create a well-rounded environment conducive to learning and fun Creates and facilitates team-bonding events for staff and assistant directors once per month

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Develops an evaluation program and surveys from both staff and youth for the betterment of the program in future semesters Holds monthly meetings for student staff and officials for questions, new ideas, and to enforce any new policies if needed Seeks new sponsorship and grant opportunities for supplemental funding of activities and events and builds relationships/connections with these sponsors/local businesses Creates marketing strategies for programs and seeks input from student camp officials/youth involved in the program (i.e. testimonies and what brings them in) Knowledge Requirements: B. S. in Recreation Administration, Sport Management, Physical Education, or related field from an accredited institution (Master’s degree preferred). At least 2 years of experience in sports officiating and training At least 2 years of supervision and evaluation of student sport officials and field/court supervisors Experience working with individuals from diverse backgrounds Experience working with youth camp or sports programs Experience in management and implementation of sponsorships and fiscal oversight CPR and First Aid Certification (or ability to obtain within 3 months) Skill Requirements: Strong written and oral communication skills Strong program and event organizational skills Team player and the ability to help create a welcoming environment for all employees Problem solving skills and understanding how to best work with students at the university level

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Time/Scheduling Requirements: This position will serve the Intramural Sports Program in fall, winter, and spring semesters; the position will serve the youth programs during spring break, summer, and during special events. Both evening and weekend hours are normally required for this position Job Mobility: This full-time coordinator position has the possibility to lead to an assistant director position after a requirement of 3 years and exemplary performance reviews each semester

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Marketing, Recruitment, and Planning Strategies Pamphlet or brochure to be placed in Rec Center, schools with related studies, and career planning offices (see attached brochure) Job Posting and Description placed on Indeed.com, GoDaddy.com, Monster Jobs, glassdoor.com, University of Oregon PE & REC website Poster at Rec Center and on campus Social media postings/create a page with videos of other assistant directors talking about the position and how they will be working with them Testimonials from youth and students involved with the program on the created page Links for application to make it easier for applicants to apply Advertise at local sports facilities, recreation facilities within Eugene Send out a video to other Universities in the area (a few states) with the description requirements, and footage of some activities/facilities Send out an e-mail to Master’s students in this field of study at the university Link the websites for the current programs https://uorec.uoregon.edu/youth-family/duck-trails-camps/ https://uorec.uoregon.edu/intramurals/schedule/ EEO Statement: All job applicants will be screened and considered equally. There will be no discrimination in terms of race, color, national orientation, gender, sexual orientation, religious affiliation, disability, or other. We want to ensure that each applicant has the opportunity to submit their credentials and be screened in a timely manner. If you feel you need assistance or have questions about this policy or submission, please let us know. (Insert contact) Timeline for applications: Advertisements, emails, posts, etc. would come out 1-2 months prior to the application opening

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Posted on September 1, 2017 Applications close November 1, 2017 Applicants should expect to hear a call back within 1 week and expect the interview process to take place within another week following First week of interviews will be held September 18-22 Second week of interviews will be held October 2-6 Third week of interviews will be held October 16-20 Fourth week of interviews will be held October 30-November 3 Decisions for jobs should be made by no later than November 6th Job training would take place in November/December and New job would begin on the first day of spring semester.

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Screening Process I would most likely screen applications by hand because this position coordinates many people and has a lot of responsibility within the department. I would like to include a written piece about their WHY and their philosophy about recreation/youth development. I would also like for them to put together a report that shows how they would organize training/development, and their plan for evaluation of the programs/camps. On their resume, I would be checking for these things: 1. B. S. in Recreation Administration, Sport Management, Physical Education, or related field from an accredited institution (Master’s degree preferred).

- Do they have this requirement? If they have a related degree, what is the degree in and where is the degree from? If I only had a small number of applicants, I might do more research into the courses that were required for their degree if I wasn’t familiar with the program.

2. At least 2 years of experience in sports officiating and training At least 2 years of supervision and evaluation of student sport officials and field/court supervisors

- Do they have one of these; do they have both? Where were they working before and who were they supervising?

3. What organizations have they worked for/what is their past job experience? Are the jobs they have held related to the field of study? How long have they been working in the field? Have they had gaps in employment? Have they had a lot of different jobs? Do the duties they list on their resumes fit with the job description/announcement of this position? 4. Have they worked with youth camps before? Have they had experience being a camp counselor or volunteering at events in a recreation setting? 5. Do they have experience with budgeting, payroll, or fiscal oversight? 6. Did they work at their own university when they were in school? Did they ever work with or manage students? 7. CPR certification is important, but if they are willing to get that, it wouldn’t be as high on my list

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After the screening of their resume, I would look at their written components about philosophy, their WHY, and how they might structure a training program and evaluation program.

- Are their responses clearly written and follow logic? - Was there thought put into the responses and is there a clear passion for the position? - Are there grammatical errors/lacking in professionalism? - Do their strategies in their training program/evaluation program outlines make sense

and seem like they would work well in actual practice? - Are their outlines thorough and thoughtful, reaching many points and covering items

that were in the job description? - Is their outline organized – could it be easily turned into something that could be used?

Timeline for applications: Posted on September 1, 2017 Applications close November 1, 2017 Applicants should expect to hear a call back within 1 week and expect the interview process to take place within another week following First week of interviews will be held September 18-22 Second week of interviews will be held October 2-6 Third week of interviews will be held October 16-20 Fourth week of interviews will be held October 30-November 3 Decisions for jobs should be made by no later than November 6th Job training would take place in November/December and New job would begin on the first day of spring semester. A review committee would be formed including myself, both assistant directors, and 2 student supervisors to make decisions in terms of the screening and interviewing process.

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On-site Itinerary and Interview Questions Applicants chosen through the screening process would then be scheduled to come to the University of Oregon, Eugene or reach out by phone with the same first interview (structured) and if they were far away, the second interview would need to be done in person along with the tours/meet and greets. The schedule takes into consideration that applicants have busy lives and having just one day dedicated to the process would help to get applicants through more quickly. The ideas I came up with included the fact that the camps and intramural sports take place within the rec center at UO and the Duck Trails. I also wanted to utilize structured vs. unstructured interviews because I think it is much easier to compare candidates that way. If an answer leads to another question, that would be different, but for the most part I think it is best to structure the questions so that phone applicants get the same chance as applicants interviewing in person. On-site schedule:

9:00am - Arrive at UO, eat breakfast, and meet/greet with staff (assistant directors, student supervisors, and a few camp counselors)

-I think it is important for potential candidates to meet key people who will be in the interviewing process and also show that they can mingle for a little bit of time with the other candidates and with the people who work at the organization. This lighter conversation can be good so that introductions can tend to take place here and the ice will be broken before the interviews begin. A breakfast with healthy choices can also set the vibe of how the employees care about health and wellness in general. In addition to that, it is welcoming when you invite candidates on-site to have quality food and drinks.

10:00am – Tour of recreational facility and shortened tour (walk and talk) on one of the Duck trails

-It's good to get acclimated with the area and the layout of the facilities that the applicants would be working in if they were chosen. Even if they were someone applying who had been a student at the university, it can never hurt to be familiar with the surroundings of the university. Candidates can be toured around getting a better feel for how things are run at the facility and ideally, they may also want to (or be required to) attend an event or day of camp for these programs.

11:00am - Get to know faculty staff and their positions/get to know facility at UO

-It is important to know and understand the other roles of people in a facility. I think it would be helpful for candidates to see a brief presentation by each key employee and hear what they do on a day-to-day basis within the Physical Education and Recreation Department. There could also be a general history and overview of the organization as it has developed into what it is now. I would also like for there to be a brief overview of the schedules for the events, and what

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they can expect in terms of the responsibilities year-round if they were to be chosen and accept the position.

12:00pm - Lunch and break to prepare for afternoon interviews

-Providing lunch for staff and candidates is something that extends hospitality to the guests again and makes them feel (hopefully) more at home. Candidates can also take this time to prepare any last-minute items or ideas for their interviews in the afternoon.

1:30pm - First Interview/Panel (see below for questions)

-The first interview would be asking about scenarios pertinent to the job the candidates are applying for and getting to know even more about their past experience, initiative in certain situations, and learning more in-depth thinking processes. Myself, the assistant directors, and the two other student supervisors would be on the panel; this would provide variety in the people who would be listening in on answers and taking notes. Getting multiple perspectives is important when choosing a candidate.

2:30pm - Second Interview/Staff and peers (see below for questions)

-It is important for the new coordinator to get along with the other employees and staff already on the team at UO. I think in this interview there could be more questions pertaining to people-skills, their personal passion, what their plans are to make the team the best it can be, and does their personality match with the others on the team. It would also be great if part of this interview could be integrated with a few staged scenarios like a problem with a rock wall participant, issue with employee, and getting their thoughts on discipline and policies at the facility.

3:30pm -Break to prepare for short presentation

4:00pm - Presentations (prompts were given out before today)

-It is important for candidates to be able to demonstrate their public speaking skills if they are going to be in a coordinator role. I would like to see what coordinating the candidates have done in the past, brief overviews of past projects, what they could do for the camps/intramural sports that would make it even better. I would also like for them to put together their packaging of them (what is their why and why should they be hired?).

5:30pm - Refreshments and appetizers/give out free gifts

-It is important that an organization demonstrates that it cares about its employees (especially a university). I always think it's nice when you go home with some type of gear from the university to feel like it is of significance. You can also begin to represent the potential place you will work. I think by ending at this time, it is thorough enough of a process, but it also respects the candidates' time. I would like to get nice t-shirts or hoodies with the university/ducks logo on them for this give-away.

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Interview 1 Questions: Questions would be directed from one individual from the panel at a time 1. Tell me a little bit about yourself and what interested you about this position at UO 2. Tell me about your experience working with intramural sports. 3. One of the requirements for this position is sport officiating and training; tell me about your experience with this 4. What were the best victories and greatest challenges with intramural sports in your experience? 5. Tell me about your supervision experience 6. When you were a supervisor in the past, were you ever put in an emergency situation. If so, how did you handle it and what did you have your employees do? 7. Have you ever worked for your university before? What did you like the most and the least about working for your university? 8. Tell me about your experience working with kids and summer camps/events. 9. Tell me about an “a-ha” moment where something clicked with you or you had a shining moment with a camper or student camp counselor. 10. Have you managed a budget, created/submitted time sheet/payroll or had fiscal oversight before? If so, tell me more specifics about that experience and what you were doing previously. 11. Have you worked in a setting where there is a diverse population of people or staff? If so, what have you done in the past to be welcoming to all? 12. What education, experience, certifications, etc. do you think best equip you for this position? 13. Talk to me a little bit about your written component of the application/screening process. How did you come up with your ideas and processes? 14. Tell me about the greatest obstacle you have overcome in your schooling/career or a moment where you used problem-solving skills to solve something you thought might be unsolvable. 15. Do you have any questions for us?

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Interview 2 Questions: 2 students from summer camp staff and 2 students from intramural sports would administer this interview 1. What is your philosophy on working with your staff? 2. What do you like to do outside of work? 3. What motivates you and what is your greatest passion? 4. What drove you to choose your education path and what was your favorite milestone on the way? 5. How would you plan team-building activities and how would you promote us to make it feel like a “team” environment in both intramural sports and the camp programs? 6. Why do you want this position and what could you bring to the table to make it even better? What would the best version of this program look like? What would it include? 7. Are you familiar with the policies in place at UO PE & REC? If so, what is one policy you would like to potentially implement that isn’t being implemented now? 8. How have you set up discipline policies in the past for your staff? Talk about a time when you needed to discipline a staff member or student and what you did step by step. 9. How affiliated are you with UO? We are all students here or alumni and are proud of our school; how do you plan to promote the university through these events to keep spirit high? 10. What did your ideas for staff training look like? What topics would you focus on the most? 11. What do you think are the most important elements in developing your staff/team? 12. Do you have any questions?

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Training Schedule for Chosen Candidate and Other Supervisors/Directors Training Week 1: November 20-24 November 20: Organizational training day

- Company overview including welcome speech - Current functions within the programs at the university - Current services provided by the division of the university - Breakdown of mission, vision, and values of the university - Lunch provided - Scope and diversity of the university - Overview of policies at the university - Benefits package and compensation handbook explained - Safety and accident prevention presentation - Tour of the university

November 21: Departmental training half-day

- Department overview - Overview of job specifics and responsibilities of the job once again - Common issues that have come up in the past in this position or similar positions - Rules, procedures, and policies specific to the department and to the programs the

coordinator would be working with - Introduction of contacts that the coordinator would be interacting with - Lunch provided - Tour of facilities/walk on trails

November 22: Equipment use and demonstration

- Training on how to use the rock wall equipment and how to properly instruct someone how to use the ropes/helmet/shoes etc.

- Training on the equipment used for intramural sports (Flag football, indoor soccer, volleyball, and basketball)

- Special Event schedule overview (Golf tournament, cornhole tournament, 5k Halloween Fun Run, tennis tournament, Madden games tournament, spikeball tournament, and aquatics obstacle course)

- Overview of responsibilities and expectations of coordinator in supervision of those events

- Lunch provided

Training Week 2: November 27-December 1 November 27: Analysis/interpretation of employee needs assessment

- Common issues and needs of the employees (presentation)

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- Workshop on methods of training for the coordinators/assistant directors/student supervisors

- Lunch provided - Presentation of current objectives for the department and strategies for individual

growth, followed by an activity for supervisors, directors, and coordinator to brainstorm new ideas in terms of these objectives

- Methods of evaluation/successes and places for improvement

November 28: Shadow Training with the Assistant Director of Intramural Sports - Ins/outs of the position and responsibilities (the coordinator position sometimes may

need to fill in for this position)

November 29: Shadow Training with the Assistant Director of Youth and Family Programs - - Ins/outs of the position and responsibilities (the coordinator position sometimes may

need to fill in for this position)

Training Week 3: December 4-8 December 4-8: Online components of training

- Sexual Harassment module with videos of examples of sexual harassment in this type of setting, policies on sexual harassment, and examples of solutions and strategies

- Handbook/policy quiz module summarizing the policies and emergency planning/procedures for the department

- Training evaluation survey so that improvements can be made to the training programs, presentations, workshops, and modules

Event planning for future semester/strategies meeting held week of December 11 (Mandatory) Departmental Meeting held week of December 11 (Mandatory) Must attend/begin supervision of camp during winter break – will be assisted by one of assistant directors First official day – January 8

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Evaluation Form This form would be filled out after on-site evaluation by assistant director/director of departments and delivered by a session/meeting

Evaluation Form (Rate the employee on an ordered scale 1: Unsatisfactory, 2: Acceptable, 3: Competent, but room for improvement, 4: Excellent, 5: No Room for improvement

Name: Coordinator of Intramural Sports and Youth Camps

Coordinator is on-time and ready to go at the beginning of the day

/5

Coordinator makes members of their team feel welcome and valuable

/5

Coordinator’s overall coordination and collaboration with local companies/sponsors

/5

Coordinator successfully analyzed department/program budgets and submitted payroll in a timely manner each week

/5

Coordinator created a training program

/5

Coordinator meshed well with others and has used problem-solving techniques

/5

Coordinator is knowledgeable in their area of expertise

/5

Coordinator successfully mentors students and acts as a leader in their position

/5

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Coordinator excels in their ability to supervise their sports officials and camp leaders

/5

Coordinator shows initiative and demonstrates the skills needed to fill in for an assistant director when needed

/5

Coordinator was able to meet the scheduling needs of the programs/events

/5

Coordinator has accuracy and precision when carrying out the duties of their position

/5

Coordinator holds monthly meetings to review policies and brainstorm improvements in the programs

/5

Based on the scores of these scores create 3 goals for the supervisor and have them create 3 goals for themselves to work on, then share the goals (Attempt to make goals SMART) S – Specific M – Measurable A – Achievable R – Realistic T – Time-bound Supervisor/administer of evaluation Goal 1:

Goal 2:

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Goal 3:

Coordinator/Employee being evaluated Goal 1:

Goal 2:

Goal 3:

Potential Strategies: Other notes from the session/meeting:

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Discipline Procedures Discipline procedures are necessary in order to keep all employees and staff members working in a cohesive manner consistently which will in turn give customers the best experience with our programs. When an employee violates a policy in our department/facility or goes against our mission/vision, we need to take action in accordance with the severity of the action taken by the employee. Actions are taken against employees for these two types of conduct: Poor job performance or conduct that negatively affects job performance of the employee Some examples of this would include:

- Absenteeism - Insubordination - Negligence in your area of expertise

Indications of poor citizenship on the job Some examples of this would include:

- Fighting on the job - Theft of anything in the facility - Treating other employees or people we service with disrespect - Sexual Harassment

Employees are required to read the employee handbook of rules and policies and they must sign our form after they have completed the reading. They will only sign the form if they believe that the rules and policies are fair and impartial. We also want to outline the responsibilities and expectations of our employees. Below are the responsibilities outlined from the job description for your position. (Coordinator of Intramural and Youth Camps) Supervises, manages, and mentors approximately 80 students and student supervisors within the intramural and camp programs Creates effective recruitment and interviewing strategies to hire qualified officials and counselors for both the intramural and camp programs Creates training modules for newly-hired employees that acclimates them to their new program and is tailored to their specific tasks Assists the Assistant Directors of Intramural Sports and Youth and Family Programs with payroll submission and budget overviews for each semester Coordinates and assists in planning special events such as Family Rec Day and Rec or Treat

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Learns the duties, responsibilities, and tasks of both Assistant Directors to fill in for those positions when needed Actively communicates with Assistant Directors and student supervisors/camp staff to create a well-rounded environment conducive to learning and fun Creates and facilitates team-bonding events for staff and assistant directors once per month Develops an evaluation program and surveys from both staff and youth for the betterment of the program in future semesters Holds monthly meetings for student staff and officials for questions, new ideas, and to enforce any new policies if needed Seeks new sponsorship and grant opportunities for supplemental funding of activities and events and builds relationships/connections with these sponsors/local businesses Creates marketing strategies for programs and seeks input from student camp officials/youth involved in the program (i.e. testimonies and what brings them in) We want all of our employees to feel as though we will discipline fairly and evaluate the situation by the standards of the policies at UO, but also that in extreme circumstances, the discipline will be handled on a case-by-case basis. Outlined below are examples of each type of offense and how the action will be dealt with.

Minor Offenses: -Absence without notice or violation of lateness policy -One day late on payroll or budget submissions

First offense – verbal warning Second offense – written warning Third offense – suspension/grounds for termination

Major offenses: -Possession of or use of drugs, alcohol, or narcotics on university grounds or within the grounds of the facility/trails -Sleeping on the job or avoiding employees/supervision responsibilities -Inappropriate portrayal of university

First offense – written warning Second offense – grounds for termination

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Intolerable: -Sexual harassment -Theft or vandalism of university or facility property -Fighting with employees or participants in our programs

First offense – evaluation and grounds for termination

The following procedures will occur when discipline is needed

- Full documentation will be taken and recorded in the employees personnel file - Situation or event will be thoroughly evaluated by notifying the employee of the nature

of the action, interviewing all parties involved/witnesses if applicable - Have all witnesses/all parties sign forms with their descriptions of the event or situation

that occurred - Similar previous occurrences will be considered as well as the existing policies (the

occurrence will be reviewed by a team) - If suspension is required while the evaluation is taking place, the employee will be

informed that they will be instructed to return 24-48 hours after the suspension with the decision, they will be compensated for the monetary value of the days missed if the decision is made in their favor, or they will not be compensated and they will be given the nature of the discipline action needed

- Give the employee the delivery of the decision made, the actions to be taken, and the rationale behind the decision

The situation will also require just cause of the university department which includes other considerations including:

- Consideration of the past performance of the employee - Consideration of past employees who were disciplined in similar situations - Consider the circumstances of the situation/occurrence

Full T ime Coordinator for

Intramural Sports and Youth

Camps 

SKILLS-B.S in Recreation

Administrat ion, Physical

Education or related f ield

-Supervis ion, youth sports

evaluation, and sport

off ic iat ing and training

experience required 

POSITION/TYPE RESPONSIBILITY HIGHLIGHTSProvide leadership for the

diverse and dynamic intramural

program at the University of

Oregon, Eugene. Responsible for

hir ing, training, supervis ing,

and managing student off ic ials

and camp counselors in addit ion

to creating development

programs for these students.

This coordinator wil l also assist

in the oversight and operations

of the Duck Trai ls Camp

programs.

Both the Intramural Sports Programand the Family and Youth Programat the University of Oregon, Eugenestrive to grow strong leaders in ourintramural sports programs andyouth camps. We hire studentswanting to get more involved withour university and expand on theirexperience in sports/recreation andoutdoor activities for all ages.

WHO WE ARE

WIN THE DAY

Mentor students, create a team

environment, and engage Eugene

youth with our new Coordinator

posit ion with the Physical Education

and Recreation Department at

University of Oregon, Eugene.  

"WIN THE DAY" WITH YOUR

NEW JOB AT UO PE &

RECREATION

P H Y S I C A L E D U C A T I O N A N D R E C R E A T I O N

C O N T A C T

Katie Lahmann  Director of PE & REC 

University of Oregon, Eugene klahmann@uo.edu

Learn more about the position at:

www.uo.edu/intramurals