Keystone Region Volleyball Association > About

Committee members needed:

During the course of the year there are times that we need to put committees together. If you would like to volunteer for a committee when the need arises. Please send your info to commissioner@krav.org at any time. Please make sure to include your background so we know what committee you would be best suited

The following contractors are needed on an ongoing basis. Please send proposals, including qualifications and references, at any time to commissioner@krva.org

A. Administrative Services

Responsibilities:

1. Available to membership by phone and e-mail 40 hrs/week, specific hours at the discretion of the Contractor but hours will be clearly communicated to the membership on the homepage of the KRVA website.

2. Serve as central communication and information source for all KRVA members. Direct all communications received to the appropriate KRVA Department Chair or Board member contact for disposition. With the cooperation of each appropriate KRVA Board member, distribute quarterly financial statements, and other regular reports, special announcements, and notifications (TBD mutually by the two parties).

3. Serve as the primary administrative point of contact with USA Volleyball.

4. Serve as Registrar for KRVA. Serve as primary point of contact for all members of KRVA during the annual registration process, through the WebPoint system. At the discretion of the Registrar, manual registrations may be processed in rare cases due to exceptional circumstances. Receive and process all documents and payments associated with registration of new and returning members, clubs and teams - including making deposits; correcting duplications enrollments; posting team payments; developing team codes; adding teams to clubs; processing manual background screenings for system exceptions. Assist treasurer with duplicate membership refunds. Process registration transfers. Address registration issues with bordering regions.

5. Perform daily WebPoint data maintenance including: username/password assistance; individual record data changes (e-mail, names, birthdates, gender, etc.); club affiliation changes; weekly exports; etc. Perform routine maintenance to Team Rosters

6. Monitor teams for payment and adherence to USAV and KRVA administrative/registration requirements and report problems to the appropriate KRVA chair.

7. Maintain KRVA home page, registration page, club director’s page, parent’s page, and deadlines page. Upload pertinent documents to documents page. Provide limited training for board members in access and training for use of their webpage and e-mail.

8. Format data for uploads to the event system on a weekly basis.

9. Act as liaison for the KRVA Board to the contracted programmer maintaining a list of recommendations for changes/fixes and assisting in the identification and documentation of issues in the event system.

10. Assist the KRVA Treasurer to ensure the KRVA auditor(s) has access to any records and/or information maintained by the Contractor that is required to complete the annual audit.

11. Manage the debit system.

12. Update IMPACT and CAP Certifications into WebPoint for all KRVA members.

13. A representative of the Contractor will attend all KRVA Board meetings and the annual planning meeting. If invited, attend other department/committee meetings as appropriate to meeting content and agenda. KRVA will pay mileage, and one hotel room will be made available and billed to KRVA if meeting is more than 60 miles from the Contractor business office, and an overnight stay is required, or if meeting is more than 3 hours long or concludes after 10:30 pm. If KRVA requests that a representative of the Contractor attend any national meeting, KRVA will incur all expenses for this travel customary for all KRVA staff and Board members including airfare, accommodations, meals, and ground transportation or event related expenses.

14. Under the direction of the KRVA Treasurer, perform the day-to-day financial receipts and disbursement functions for KRVA; prepare Payflo/Paypal reconciliations, and payment authorization requests.

15. Maintain and monitor the documented administrative and event inventoried property owned by KRVA. Periodically inspect equipment to make sure it is in good repair and ready for use. Report any replacement or repair needs to the KRVA Commissioner.

16. Serve as Travel Coordinator for the KRVA Board. This includes: arranging for flights, accommodations and ground transportation for KRVA Board members and/or its designees representing KRVA at the national meetings, KRVA Board meetings or other meetings/events, as needed; researching and contracting meeting spaces for KRVA Board and/or other KRVA meetings, as requested; setting up conference call capabilities for all KRVA Board meetings; etc.

17. Issue certificates of insurance as requested by authorized tournament directors, club directors, USA Volleyball and for region events.

18. Work with the appropriate KRVA Junior Chairs to process and record approval of age-waiver requests for junior players.

B. Event Management

Responsibilities:

In-Region Events:

1. Process and award/deny all event/tournament sanction applications in accordance with the criteria established in the KRVA’s governing documents and the recommendations of the appropriate KRVA department chair. This includes; tryouts; open gyms; practice sites and tournaments. Verify that all requirements have been met by the tournament director (TD).

2. Generate and distribute all approved materials pertaining to running tournaments within KRVA: Sanction Applications, TD Guidebooks, Pre- and Post- tournament report forms, etc.

3. Maintain and update the Master Tournament schedule on the Region’s event website and the Region’s approved assigning tool/software (currently “Arbiter”). Revise and update in a timely manner, as required.

4. Receive and maintain pre- and post- event documents and reports to ensure compliance with the procedures established in KRVA’s governing documents.

5. Serve as primary point of contact for all Tournament Directors and Club Directors regarding any KRVA related tournament questions.

6. Monitor and ensure compliance with the TD post-tournament reporting requirements as specified by the junior chairs. Report instances of non-compliance to the appropriate KRVA Department Chair and the KRVA Commissioner.

7. Enter sanctioned events into the ranking system and assigning tool (currently “Arbiter”).

8. When a KRVA-registered team participates in an out-of-region competition, enter the results of that competition into the Region’s ranking system.

9. Work with out-of-region clubs/teams that want to enter events within the Keystone Region to make sure they are properly registered in the Region’s Events System.

Region-Run Events:

1 Coordinate all aspects for each of the KRVA Regional Championship and Bid Tournaments under the direction of the appropriate KRVA Department Chair. Manage set-up and take down. Supervise all event related third-party vendors and/or concessionaires to ensure compliance with their contract with KRVA.

2 Working with the appropriate KRVA Department Chair, research and solicit tournament venues and other facilities; equipment rental and purchases from vendors, discounted hotel rates for teams and KRVA personnel, independent concessions vendors, etc. The KRVA Commissioner will designate a KRVA board member to work with the Contractor on the review/negotiation of all event-related contracts.

3 Working with appropriate KRVA Department Chair to solicit personnel on the behalf of KRVA to staff the event. Inform the assigner of the number of courts to be used. Arrange for other tournament staff as required (Trainers, set-up & Take down, Security, etc.) Coordinate housing arrangements for all out-of-town tournament staff and officials.

4 See that all peripheral equipment and materials are prepared and ready prior to arrival at the tournament site. This includes: balls, visual score displays, scorekeeping materials, pool play and bracket play schedules in both small and large format, etc. Awards will be ordered by Events Coordinator as directed by appropriate KRVA chair. Bracket sheets, score sheets and awards will be paid for by KRVA.

5 Verify that the entry fee has been received when paid by check.

6 Maintain and monitor all event-related property owned by KRVA. Inspect equipment to make sure it is in good repair and ready for use before and after each use.

7 Serve as primary point of contact for event systems (such as AES) for all Club/Tournament Directors. Work directly with Administrative Coordinator on uploads/conflicts within WebPoint.

8 As directed by the Referee Chair, schedule site inspections and follow-ups for all practice and completion facilities sanction by the Region, and maintain copies of the inspection reports.

9 Attend the Region’s Board, Annual and Planning meetings, when appropriate, Regional Committee Meetings and all Regional Championship Tournaments.

10 Prepare payment request statements as directed by the Treasurer in advance of each event. Along with the appropriate department chair, prepare and file final revenue and expense reports for each event with the Treasurer.

1 For any listed position, please send resume and letter of interest to commissioner@krva.org

Thank you.