Role Definition

PYA Volunteer / Personnel Coordinator

The Volunteer / Personnel Coordinator supports PYA by helping recruit, organize, and support volunteers and key roles. This position focuses on onboarding, communication, coverage, and consistency so volunteers feel prepared, supported, and respected—while PYA programs stay staffed and sustainable.

Purpose Responsibilities Boundaries

Purpose of the Role

The Volunteer / Personnel Coordinator helps PYA build and maintain a healthy volunteer culture. This role strengthens continuity by organizing volunteer coverage, supporting onboarding, and helping ensure the right people are in the right roles with clear expectations and support.

Primary Responsibilities

1) Volunteer Recruitment & Outreach

Helps identify volunteer needs and recruits for open roles (coaches, team parents, concessions, events, etc.)
Coordinates outreach campaigns and signups through approved channels
Supports a welcoming approach that encourages families to participate

2) Onboarding & Role Clarity

Helps onboard new volunteers with clear expectations, handoffs, and “how it works” guidance
Coordinates access to resources and contacts (where to go, who to ask, what tools are used)
Supports consistent role descriptions so volunteers understand responsibilities

3) Volunteer Coverage & Scheduling Support

Coordinates volunteer coverage plans for events, concessions, and key season moments
Helps maintain signup systems and reminders (as assigned by board policy)
Assists with last-minute gaps by coordinating backup options

4) Personnel Support & Escalation

Provides a supportive contact point for volunteer concerns or role confusion
Routes issues to the appropriate board officer/commissioner when escalation is needed
Encourages respectful conflict resolution and clear communication

5) Recognition & Volunteer Culture

Supports volunteer appreciation efforts (shout-outs, thank-yous, recognition moments)
Helps build a positive, inclusive volunteer culture
Encourages shared responsibility so work does not fall on a few people

6) Recordkeeping & Continuity

Helps maintain lists of volunteers and roles (as permitted and appropriate)
Supports smooth transitions by documenting role contacts and processes
Coordinates with Safety/Compliance leads when background checks or required steps apply

Role Boundaries

The Volunteer / Personnel Coordinator does not make disciplinary decisions, remove volunteers, or set policy alone. Personnel decisions follow board procedures and appropriate leadership channels. This role focuses on recruitment, support, organization, and escalation—helping volunteers succeed while keeping expectations clear and consistent.