Schedule Coordinator

	North Central Little League  Board of Directors and Key Volunteer Role Descriptions  January 2025

The Schedule Coordinator is primarily responsible for scheduling fields for practices and games for the regular season. It is a critical and time-sensitive function ensuring all teams have field space to practice and play. This role will also work with local area leagues and WA District 8 to schedule interleague games and allocate fields as appropriate.

Field permits (i.e. Lower Woodland Ballfields, Ross, BF Day) for the season are distributed by the city’s Parks and Recreation Department (Parks) in early January and need to be allocated across NCLL teams. The allocation process accounts for various factors such as days and times for division practice. This allocation is what requires the most time in the preseason to set up to run for the season and make updates as needed.

Interested? Email [email protected] to learn more and sign up.

Most relevant details:

• Time commitment
• Preseason (Jan.-Mar.) approx 6-8 hours per week; 60-80 hours total.
• Regular season (Mar.-June) approx 1-5 hours per week, depending on need.
• An organized, deadline-driven, detail-oriented, puzzle-solver (Tetris, anyone?) and problem-solver would enjoy this volunteer opportunity.
• It would be helpful to be comfortable with software like Excel or programs like Python for processing data to be consumable or usable, and be able to navigate applications to update schedules (i.e. Game Changer).
• Attendance at board meetings is optional.
• No required knowledge about baseball or softball needed.
• There are current/former volunteers to help and answer questions if needed.
• We are always looking for ways to improve the process, i.e. using AI, so someone who loves solving manual processes with technology will have lots of opportunity in this role!

More detail on the operations:

• Get field permits from Parks, process it so that it ends up in the right format (on Github). Send the baseball junior (90 foot) schedule to the 90 foot scheduler.
• Get preliminary team numbers in each division, determine if additional fields are needed for any days and request from Parks
• Assign the practice times for all of the softball teams, and for the AAA and Majors baseball teams.
• All Softball, Baseball AAA and Baseball Major schedules are coordinated by D8 schedulers, and when a request comes from D8 to assign fields, we go through our field allocation and assign fields appropriately.
• Coordinate with softball and baseball leagues to get schedules uploaded to the application being used, e.g. Game Changer.
• Assign AA and A Baseball scheduler to assist, provide them overall field allocations so that they can schedule intra-league games and practices for all of their teams.
• Respond to rain-outs / re-schedules / errors as needed throughout the year.
• Timeline and additional notes.
• Here's the primary schedule we used to coordinate across the league for the 2024 season: https://github.com/ncllball.