Role Definition

PYA Schedule Coordinator

The Schedule Coordinator builds and maintains game and event schedules for PYA. This role focuses on fairness, clarity, field efficiency, and timely communication so teams, umpires, and families know where to be and when—without last-minute chaos.

Purpose Responsibilities Boundaries

Purpose of the Role

The Schedule Coordinator creates schedules that are equitable and workable across divisions, fields, and shared resources. The goal is to provide a predictable season flow while minimizing conflicts and ensuring clear communication to coaches, umpires, and families.

Primary Responsibilities

1) Build & Publish Season Schedules

Creates initial schedules for games, practices, and key events (as assigned)
Works with commissioners/coordinators to confirm division needs and constraints
Publishes schedules in the approved system (TeamSideline/calendar) by target deadlines

2) Field & Resource Coordination

Balances field usage across age groups and field size requirements
Coordinates around maintenance windows, closures, and special events
Flags capacity issues early so leadership can make decisions (caps, overflow, etc.)

3) Change Management & Updates

Updates schedules when conflicts arise (weather, field closures, playoffs, etc.)
Maintains a clear version history / notes when major changes occur
Ensures changes are reflected consistently across all places the schedule is posted

4) Communication & Clarity

Communicates schedule releases and major updates through the approved channels
Responds to coach questions within a reasonable timeframe, or routes to the right leader
Uses clear, consistent naming (fields, divisions, game numbers) to reduce confusion

5) Fairness & Scheduling Standards

Works toward equitable distribution of game days/times when feasible
Avoids repeated early/late assignments for the same teams when possible
Applies consistent rules for requests, swaps, and makeup games (per board policy)

6) Coordination with Umpires & Operations

Supports timely sharing of game schedules with the umpire coordinator (as applicable)
Coordinates with field/operations leaders on timing, lights, and special requirements
Flags high-risk conflicts early (double-bookings, field-size mismatches, tournament overlaps)

Role Boundaries

The Schedule Coordinator does not set league rules, approve major policy changes, or make final decisions on caps, division structures, or disciplinary matters. When constraints or conflicts require decisions, the Schedule Coordinator escalates to the appropriate board officer or commissioner and then implements the approved plan.