Primary Responsibilities:

Hours

Variable, between 5 and 25 hours a week

Event Registration and Preparation

• Finalize and confirm all team registrations for VEX competitions
• Communicate with VEX coaches to ensure they have filled out required forms
• Update the VEX Coach Canvas Course with necessary information
• Finalize details for competitions, including securing volunteers
• Update tournament management software and Robot Events for upcoming competitions
• Ensure all equipment (electronics, scoring tablets, etc.) is updated and prepared for each event

On-Site Event Coordination

• Prep materials for each competition, including event sites and volunteer coordination
• Unload, repack, and organize equipment between events
• Meet with Event Partners (EPs) to coordinate site logistics, maps, and competition details
• Oversee event setup and breakdown, ensuring all equipment is functioning and properly packed

Volunteer and Sponsor Coordination 

• Recruit and secure volunteers for competitions
• Secure sponsors and grants for state tournaments and other major events
• Coordinate volunteer efforts, ensuring all are trained and prepared for each event
• Manage sponsor relationships and deliver sponsorship commitments

Logistics Management and Inventory Control 

• Maintain and organize inventory, ensuring equipment is labeled, sorted, and ready for use
• Oversee equipment transportation, working with facilities to schedule pickups and deliveries
• Conduct equipment restocking and laundry for event materials (shirts, tablecloths, etc.)
• Manage electronics and technical equipment, such as TVs and scoring tablets

State Tournament and Major Event Planning 

• Secure rooms and locations for the state tournament, including working with venues like Embassy Suites and Great Wolf
• Finalize and order tournament materials, including T-shirts, awards, and hospitality items
• Prepare logistics and on-site support for state tournaments and signature events
• Assist in running multiple state tournaments, providing technical and logistical support

Summer Camp Coordination 

• Develop and expand summer camp programs, including lesson plans and equipment procurement
• Secure locations and finalize sign-ups for summer camps
• Promote summer camp programs and recruit interns and volunteers
• Create a Summer Camp Canvas Course and ensure parents and participants receive necessary information

Data Collection and Post-Event Analysis 

• Collect and analyze data from VEX coaches, parents, and teams after the competition season
• Prepare reports on season outcomes and event feedback
• Use data insights to improve future events and summer camps

Professional Development and Community Outreach 

• Plan and organize the VEX Coaches Summit, including agenda and location details
• Push out summit invitations to surrounding counties and manage sign-ups
• Engage with community teams and schools to promote VEX robotics programs
• Plan for signature events and community outreach for the following year

Qualifications:

• Strong organizational and project management skills
• Experience in event planning, especially in educational or technology-driven environments
• Familiarity with VEX robotics competitions and equipment (preferred)
• Ability to manage multiple priorities and meet deadlines
• Strong communication skills for interacting with coaches, volunteers, sponsors, and other stakeholders
• Technical proficiency with electronics, event management software, and logistics coordination