South Carroll Serpent Swim Team Job Descriptions
2010 Volunteer Assignment List
These Volunteer Job Descriptions are under two categories:
- Swim Meet Jobs: Jobs that are specific for swim meets, either Home or Away.
- Team Jobs: A job that is on-going during the season, or a specific task that benefits the team as whole, not specific to swim meets.
These descriptions do not include volunteer jobs for the triathlon.
SWIM MEET JOBS
Timers (Home and Away Meets)
This job is essential to running a swim meet, but is not difficult. Each team must provide enough timers to run the swim meet for home (12) or away (9) meets. You will be given instructions ahead of time. If you like to be close to the action, this is the job for you. Stop watches are provided by the Head Timer of the Swim Team. Timers work in two shifts until the meet ends. This job takes place during the meet.
Card Runners (Home Meets Only)
This job takes a bit of endurance. As swimmers line up at the blocks the runners collect the cards and get them to the scorer table. It is a fast moving job, the time goes by fast. It is easy to learn, and is usually worked with a partner or a third helper.
Clerk of Course (Home and Away Meets)
This is a vital and challenging job, done best by teachers and drill sergeants. This person would work during the meet handing out seeding cards and lining up children in heats under the pavilion and getting them to the starting blocks for upcoming swim races. There are separate clerks for boys and girls.
Concession Workers (Home Meets Only)
This volunteer position assists with preparation and sale of food before and during the meet. The concession stand runs from about 7am until 12:00 noon the day of the meet, it is broken down into three hour shifts. It can involve setup, cashier, serving food and clean up. No experience is necessary, it is known as one of the more fun and easy jobs, and you can enjoy the shade of the pavilion.
Cooks/Grill Chefs
Gets to pool early to get grills fired up for the first course of sausage and egg sandwiches. Then moves on to hamburgers and hot dogs for the lunch faire. Great opportunity for male bonding. Great view of the meet.
Heat ribbons (Home Meets Only)
This person would need to be present during the home meets. The job involves handing ribbons out to swimmers who win their heat. This person must have a good eye to spot the winner of each race. It is very rewarding to hand out candy and ribbons to those kids who finish the fastest for their race.
Meet Set-up (Home Meets only)
This job can be done on Friday nights before home meets. It involves putting up starting blocks, ropes, flags, moving chairs, arranging tables and supplies in concessions area, etc. Some heavy lifting is required for this job. Sometimes involves food preparation for the meet the next morning.
Break Down and Cleanup (Home Meets only)
Make sure the pool is cleaned up immediately after swim meets. Pick up trash, take down all equipment, move all the chairs back, etc. This can be done quickly if everyone pitches in. Heavy lifting is required for some portions of this job.
Seeder (Home and Away Meets)
Works with the member of the other team before the meet to organize both teams' cards into heats and lanes. This person would need to arrive early (prior to warmups) to get the cards and meet with the seeder from the other team. Some experience is helpful, but not necessary. Since there is a learning curve, and to provide consistency, as seeder should be available for as many meets as possible.
Time Card Sorters/Label Stickers (Home and Away Meets)
This is a Friday morning "at the pool" job that should be done while the kids are practicing. The person who handles this job would pick up the already printed labels from the Team Statistician and stick them on the time cards for the meet the next day, keeping them in order for the seeder.
50-50 Raffle (Home Meets Only)
This person would work at home meets encouraging people to spend more money. The pots are usually between $100 and $200 each. This person should work through the crowd selling tickets until the time of the drawing - which is near the end of the meet. A good smile and sales skills a plus (bikini optional).
Announcer (Home Meets Only)
This person would need to be present during the home meets. The job involves setting up and working with the PA/speaker system at the pool. Some working knowledge of how a swim meet runs would be helpful. The announcer is responsible for informing the crowd of which swim races are coming up, scores, music calling for volunteers, and concessions information, etc.
Stroke and Turn Judges (Home and Away Meets)
This person would work with the CMSL Official to monitor the stroke techniques of all swimmers. Swimming experience is very helpful, but not necessary. This person would be required to take a swimming clinic at the Padonia Swim Club in early June. (free of charge)
Table Workers (Home and Away Meets)
Table workers are the persons who score the meet and determine place awards. Table workers need to attend a one day training session at Padonia Swim Club in early June.
Head Table Worker (Home and Away Meets)
This person would be in charge of running the scorers table for our team. Coordinates the schedule of the table workers. Familiar with CMSL rules. Prepares 1-2-3- sheets for distribution to teams in our division.
Ribbons (Home and Away Meets)
A ribbon worker works throughout the meet to place name stickers on the ribbons/awards as the information is received. After the meet, the Ribbons person takes the ribbons, alphabetizes them and puts them into the swimmers mailboxes. This job can be done at home and brought back to the pool. They also give "Super Serpent" ribbons to kids who don't earn a place ribbon, but have improved their time.
TEAM JOBS
Swim Team Rep (at least two people needed for this job)
This is a position for a highly-motivated person, who likes to work with people and likes to be involved. This person will organize communication from coaches to swimmers, but also from the Central Maryland Swim League (CMSL) to teams in the league. This person is involved in day-to-day activities of the swim team and serves as a point person for team activities. Must be able to communicate quickly and effectively. The Team Rep has some "official duties" as specified in the CMSL handbook, such as attending the Spring and Fall CMSL meetings, distributing results to League secretary and other teams, etc.
During swim meets, this person makes sure the meet runs smoothly. After swim meets, this person is responsible for getting team results to other CMSL swim teams in the division. The Team Rep is the backbone of the swim team. This job is usually a two-year commitment.
Treasurer
The Treasurer maintains the team's financial records and cash requirements. Provides budgets to other team coordinator positions, maintains checking account, makes team deposits, pays all team bills and reimbursements, reports to the Swim Club treasurer, using Quickbooks Pro for annual tax reporting, uses proper bookkeeping processes to document and provide an audit trail for all money transactions. Gets cash boxes ready for concessions and spiritwear sales for swim meets. The Treasurer is responsible for paying League dues and registering and paying for both the Team and individuals for AAU.
Concessions Manager (Home Meets Only)
Responsible for feeding all athletes, families, and visitors to our pool for home meets. Coordinates and "trains" volunteer staff. Oversees concession sales from beginning to end. Works with the Concessions Buyer to determine what is needed for upcoming events. Includes coordination of concession area set up the night before a meet. Works with Treasurer and Buyer to determine pricing of concessions.
Concessions Food Buyer (Home Meets Only)
This person would purchase food for concessions stand for the swim season. Work can be done behind the scenes and before the meet takes place. Maintains inventory and works with the Concessions Manager to determine what is needed.
Record Keeper/Team Statistician
Data entry skills required. Use Hytek Team Manager and Meet Manager software to enter all swimmer information as well as meet entries for each meet, including optional meets. Attention to detail is imperative, as swim times are very important to the athletes, and will determine eligibility for seasonal/championship meets. Prepares and prints all information needed for time cards. Prints/posts meet results. Works with coaches and team reps on a weekly, sometimes daily basis.
Fun Fridays
Organize some fun things to do for swimmers after practice on Fridays. Also coordinates a small snack and drink for the swimmers. Fridays after practice are our big team spirit days. We are looking for new ideas, and have some old ideas that still work quite well for 100+ kids of all ages, and abilities. Examples are, games, making posters, crafts, There is a small budget for this position, donations are necessary to keep this fun event for the kids.
Head Timer (Home and Away Meets)
This person would need to be present during the home meets and away meets. This person would be the "caretaker" of the team's stop watches. Making sure watches are in good working order, including changing the watch batteries before the start of each season. This person would supply watches to volunteering timers and also collect watches when timers are finished, and bring them back to South Carroll. The head timer starts two watches for every event in case regular timers need backup.
Spiritwear
This person would be work with a vendor to design and print Serpent Spiritwear for sale. The spiritwear coordinator is responsible for order taking, collecting and reconciling monies for orders, and distributing orders. The spiritwear coordinator is involved in pricing items so that all costs are covered, including tax, shipping, set-up charges, minimums, etc. This person should also coordinate, caps and goggles for the team, which should be available during meets.
Pizza/Spirit Parties
The pizza/spirit party coordinator organizes pizza parties on Friday nights before home meets. The party can include activities for the kids, but not necessary. These are informal gatherings to get the kids psyched up for meets. It also allows parents to get to know each other, and get involved in setting up for the meets. The party coordinator would reserve pavilion, get an advance headcount with a sign up sheet, collect money to cover costs and order pizza. Families sign up to bring salad and dessert. Usually have 2 during the season.
Award Party
This person will plan the awards party for the last day of the season, including DJ, food, decorations or theme and fun.
Volunteer Coordinator
This person ensures that the people who sign up to volunteer are going to show up for their assignment. They will first post each week's volunteer sheets on the board for people to initial/acknowledge that they will be at the meet. If no initial, a phone call to the person to confirm will be necessary. During the meet, the Volunteer Coordinator makes sure that all timers, concessions workers and others who signed up are in their positions.
Parade Coordinator
The Serpents traditionally participate in the Winfield Vol. Fire Dept parade, on a hay wagon. This person would coordinate the arrangements for the hay wagon, and decorating the float and getting the information out to the team about meeting time, etc.
Fund Raising
Our major fund raiser each year is the Tri-to-Win Triathlon. The Joanna Nicolay foundation generously supports our team in return for providing volunteers. However, we have a need to do some additional fund raising as we are in need of some technology upgrades - software, laptop, printer, that we use at our meets. This person would coordinate a special fundraiser and all ideas are welcome.
Swim Suit Orders
The swim suit coordinator will work with the swim suit vendor and team members to get team suits ordered, paid for and distributed. The coordinator will order a sizing kit, and be present at registration to oversee the try-on and ordering process, as well as collecting and reconciling money.
Hot Dog/Snow Ball Day Coordinator
Run the Weekly Hot Dog Day. Work with Concessions buyer to make sure we are stocked with hot/dogs/chips/sodas. You purchase the rolls the day of and bring to the pool. Coordinate the grills, service and money. Volunteers will sign up to help on a weekly basis.
Record Board Manager
Keep the record board up to date and neat. You will be responsible for the Swim Team Record Box, which includes every record every set and broken in team history. You also get to print our all of the certificates for the end of the year party for each of our record breakers that season. The manager will also maintain an inventory of the certificates and patches.
