USAFL Staff - Description of Roles

Operations Manager

General Office Duties

  • Determine the office hours and disseminate this information to players, club officials and the public.
  • Answer USAFL Office phone during office hours.
  • Manage and maintain a system to track email frequency and category.
  • Manage a yearly calendar for office procedures; this to be broken down into daily, weekly, monthly and annual tasks.
  • Follow system guidelines in the daily, weekly, monthly and annual operation of the office.
  • Purchase office supplies and equipment.
  • Maintain and update club contact information.
  • Organize and schedule regional teleconferences as directed by President and Board.
  • Forward emails and questions to appropriate Board/Portfolio members in a timely manner.
  • Provide President with a weekly breakdown of office operations.

League Administration

  • File and archive league documents.
  • Provide any USAFL documents to board members as requested.
  • Maintain and update an information package for new and prospective Board members and portfolio representatives, including a role responsibility document.
  • Send emails/updates from the Board to Club Presidents in form of a “Presidents Update” – as directed by board and President.
  • Attend meetings as directed by President.
  • Provide the President with a monthly breakdown of work undertaken along with a monthly operations report to board prior to schedule monthly meetings.
  • Assist the Secretary in publishing the USAFL Annual Report.
  • Assist the President in liaising with USAFL Sponsors.
  • Assist the National Team Manager(s) in liaising with clubs for Revolution, Freedom and All-Star events.
  • Assist the President and the International Liaison in partnering with the AFL on achieving development objectives.
  • Target November of each year to have plans set for the following year with regard to the Executive Board Retreat, blackout dates (for all star games, national team games/tryouts etc.), administration timelines, Nationals, international and domestic tournaments and other issues as directed by the Board of Directors.

Club Management

  • Help create and instill an environment of communication and co-operation between the USAFL and its Member Clubs.
  • Develop a procedure for new clubs wanting to join the league; liaise with these new clubs and help with initial support.
  • Ensure rules and regulations for games and tournaments are updated on an annual basis via the Rules and Laws Committee.
  • Monitor and deal with player and club registration processes, issues etc.
  • Oversee the management of player statistics, games played, suspensions/tribunals etc.
  • Work with website development team to develop and maintain USAFL membership database.
  • Process player nationality applications.

National Tournament

  • Assist the National Tournament Director in managing and organizing the USAFL National Tournament (in addition to attending championships) as directed.
  • Deal with player exception rulings coming into nationals
  • Oversee and manage player registration process

Club Insurance

  • Liaise with the USAFL’s insurance agent and the Treasurer in regard to all USAFL insurance issues.
  • Ensure that all USAFL insurance policies are current.
  • Ensure that all clubs have necessary insurance information to ensure they have access to coverage for their events.
  • Obtain insurance certificates for teams as requested, liaise with treasurer.

Financial Management

  • Assist the Accountant with the management of credit card sales and other similar items.
  • Direct the Accountant and/or Treasurer to send out appropriate invoices for items such as club dues, Revolution, Freedom, and Competition payments, etc.

Communications Manager

General Office Duties

  • Manage and maintain a system to track email frequency and category.
  • Manage a yearly calendar for office procedures; this to be broken down into daily, weekly, monthly and annual tasks.
  • Follow system guidelines in the daily, weekly, monthly and annual operation of the office.
  • Purchase office supplies and equipment.
  • Maintain and update club contact information.
  • Maintain and update Board and portfolio member contact information.
  • Maintain and update Australian and American Advisory Council contacts and but not limited to, Australian ambassadors, USAFL alumni, AFL and AFL, other governing bodies.
  • Maintain and update media and networking contacts and facilitate relationships (e.g. Chamber of Commerce).
  • Set up monthly Board meetings, ad-hoc Board meetings, teleconferences and other meetings involving Board members. Provide information on agenda to attendees as required.
  • Organize and schedule regional teleconferences as directed by President and Board.
  • Maintain and monitor a system to track tasks as are delegated to Members of the Executive Board and Portfolio Members (as directed by secretary).
  • Forward emails and questions to appropriate Board/Portfolio members in a timely manner.

Communications & Marketing

  • Help create and instill an environment of communication and co-operation between the USAFL and its Member Clubs.
  • Respond to incoming emails from USAFL Clubs, sponsors and supporters in a timely manner.
  • Update and monitor web content including but not limited to news items, press releases and  photo gallery.
  • Update social media (Facebook, etc.) content and monitor other outlets (e.g. other USAFL Clubs, news providers etc).
  • Create website content as needed for stories, articles and graphical requirements.
  • Enter and oversee recording of player statistics, results and games played.
  • Update the yearly event schedule with games, tournaments and other events.
  • Post and disseminate all nationals’ related information such as hotels, fields, local area information as directed by National Tournament Director.
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