The Club OHio Team Administrator role is a vital one in terms of coordination and organization of team affairs. The Team Administrator serves as the main contact point for all non-coaching, administrative, communicative and organizational team affairs. The Team Administrator works closely with the respective team’s Head Coach and various elements of the Club to ensure a well organized, communicated and managed team. The Team Administrator role can be managed by one individual or can be shared amongst several. In all cases, for all teams, a primary Team Administrator must be identified. The primary Team Administrators are selected by the respective team’s Head Coach, and are approved by the appropriate age group Director of Coaching. Team Administrators, as a token of their service, and to defray out-of-pocket expenses associated with the volunteer role receive 25% off their fees. If the role is split amongst several individuals the discount is also split. Team Administrators may delegate responsibilities to other team member volunteers.
 
Requirements: The Team Administrator must have email access and phone. Workstations must have the ability to download PDF forms and access Internet. It is recommended that workstations have Microsoft Word and Microsoft Excel software. Individual should have good written and oral skills, competent computer skills and good organizational skills.

Registration: The Team Administrator assures the collection of all registration materials and uniform orders for their respective team is completed as per instructions received from the Club Manager.  The Team Administrator is to properly compile and organize the materials and deliver all materials to the Club Manager NO LATER THAN June 30.

In-Season Changes:  The Team Administrator is responsible for communicating any in-season changes to the Club Manager.  All requests for player additions or transfers must go through the Club Manager.  When a player quits a team, he must complete a transfer form or a voluntary quit form.  The transfer form is completed when a player is transferring to another team or club.  A voluntary quit form is completed when the player is quitting the team and is no longer playing competitive soccer.  Players who quit the team should not be left on the roster.    For teams playing in State Cup matches, all in-season changes must be completed prior to kick-off of the teams’ first State Cup match.

Scheduling: The Team Administrator, at the direction of the respective team’s Head Coach assures that the team has a master schedule of team events to be available to each member of the team, and that updates and communications of such are completed in a timely manner.  For teams playing in the MOSSL League, the Team Administrator will coordinate with the respective team’s Head Coach to pick up the information packet from the MOSSL office on the designated date (as communicated by MOSSL).   

Contact: The Team Administrator serves as the primary contact for the team for general communications. The Team Administrator will be listed as the Primary Contact (with the Head Coach list as secondary) on all tournament and event applications, unless the tournament and/or event dictate otherwise. The Team Administrator will be listed in the MOSSL directory, which will be public. The Team Administrator shall keep a current contact listing of all the team’s players and parents and notify the Club Manager in the event of any updates.  The Team Administrator shall ensure that all necessary communications get distributed to all team members.  This includes a) Information from Club coaches, the Club Director, the Club Manager, and the Club Tournament Director b). Relevant communications from the MOSSL office, and c). Relevant information regarding practices, games, and tournaments (game schedules, times, locations, directions, and hotel information).  The Club participates in the “One Call” system for communicating with team members, and it is strongly encouraged that the Team Administrator utilizes this system for communicating with team members.  

Compliance: The Team Administrator in conjunction with the Head Coach shall insure that the team operates in compliance with all Club policies and procedures, League(s) rules and regulations, and Association(s) rules and regulations. The Club Manager serves as the overall compliance official for the Club, and is the team’s resource and director on compliance issues.   The Team Administrator should be familiar with the bylaws governing the respective leagues (MOSSL, Buckeye Premier, MRL).
 
Uniforms: A role of the Team Administrator is to (a) insure that every team member completes a Uniform Order Form and makes proper payment for such, (b) the orders and payments are compiled and delivered to the Club Manager, and (c) the orders are picked up, accounted for and delivered to the appropriate team members. In order to ensure timely delivery of uniforms, the uniform orders and respective payments should be delivered to the Team Manager NO LATER THAN June 30.  

Tournaments: A role of the Team Administrator is to work in conjunction with the respective team’s Head Coach in determining the Team Tournament Plan for the season and communicating that to the Director of Coaching responsible for such age group.  The team may select up to the maximum number of allotted tournament events as per the Club Ohio. Tournament Plan, which are inclusive within team member’s fees. Events planned over and above the approved Club Ohio Tournament Plan are an incremental expense to team members.  Most tournaments require applications be completed electronically.  The Team Administrator should process such Tournament applications and forward a hard copy of the application to the Club Treasurer immediately.  In order to ensure Tournament applications and payments are processed timely, all Tournament applications must be sent to the Club Treasurer A MINIMUM OF TWO WEEKS PRIOR TO THE TOURNAMENT APPLICATION DEADLINE.  The Team Administrator shall coordinate the Registration of their respective team’s at tournament functions as per the requirements of the tournament.

If a team is going to a tournament using US Club Carding and roster changes are required, those changes must be communicated to the Club Manager as soon as possible, but at least 2 days prior to the tournament.  Revised US Club rosters will be sent to the Team Administrator and Head Coach via email.
 
State Cup:  For State Cup Matches, the Head Coach and Team Administrator are responsible for being familiar with all rules and requirements regarding State Cup play, as outlined on the Ohio South web site (www.osysa.com).  If teams are playing preliminary State Cup matches which require additional referee fees, those fee requests should be communicated to the Club Manager in a timely manner.  

Travel: A role of the Team Administrator is to coordinate travel arrangements for the team in the event a tournament requires overnight travel. The Team Administrator may choose to coordinate this in the fashion which best serves the needs of the team. The Team Administrator is to insure that the coaches for their respective team are accommodated in the team’s travel planning.

Referees: The Team Administrator will coordinate the verification, notification and payment of referees for league play. The Team Administrator, upon receipt of their respective team’s League schedule will forward a copy to the Club Manager, who in turn will ask the Club Treasurer to issue payment to the Team Administrator for anticipated referee expenses. Unused referee monies shall be returned to the Club Treasurer at the conclusion of each season.  Please note that Team Administrators may not choose to pay for referee expenses out of pocket and then deduct the referee fees from their club fees.  For all home games, the Team Administrator is responsible for a). Reconfirming with the referees the time and location for the games and b).  Providing payments to the referees.  For all away games, the Team Administrator is responsible for a).Reconfirming game details with the opposing team’s Head Coach or Team Administrator and b). Making sure that the team members are aware of the game details regarding time, place, and location/directions.    

Recording Scores / Player Cards:  After the conclusion of each game, the Team Administrator is responsible for entering the scores on the MOSSL web site.  The Head Coach or Team Administrator of the winning team is responsible for sending the completed Score Card to the MOSSL office within 48 hours of completing the game. In the event of a tie, the home team is responsible for doing this.  The Head Coach or Team Administrator is responsible for collecting the player cards from the referee after each game.  If guest players are used, the Head Coach or Team Administrator is responsible for returning player cards and paperwork to the loaning team.

If a red card is issued during a game, the Team Administrator or Head Coach is responsible for communicating this information to the Club Manager, to include the name of the player, the date of the red card, and the date of the game that the player will be sitting out.  The red card is sent to the MOSSL office, and may be picked up there once the necessary documentation is provided.