Tournament Assistant

Job Title:     Tennis Tournament Assistant

Status:        Part-Time

Pay Rate:    Dependent on experience and certifications

Reports to:   Association Tennis Director

Position Summary:

The USTA Tournament Director is responsible for planning, organizing, communicating, and executing approximately two USTA Level 7 tournaments per month, primarily held on Saturdays or Sundays. This position will also provide opportunities for Junior Circuit events and assist with the operation of approximately six USTA Level 6 tournaments throughout the year.

The Tournament Director will serve as the primary point of contact for tournament participants, families, and USTA event-related communication. This individual will ensure tournaments are organized, properly prepared, and provide a positive, competitive experience for all players.

Our Culture:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Essential Functions:

Primary Responsibilities:

1. Plan and coordinate USTA Level 7 tournaments (current 2026-2027 plan 2 per month)
2. Coordinate and offer Junior Circuit opportunities throughout the year.
3. Assist with the planning and execution of USTA Level 6 tournaments (current 2026-2027 plan 6 annually).
4. Schedule tournaments primarily on Saturdays and Sundays.
5. Complete tournament setup and ensure courts, equipment, signage, draws, and tournament areas are prepared prior to play.
6. Serve as the primary tournament contact for players and families (L7 and Jr Circuit).
7. Communicate tournament information, schedules, check-in procedures, court assignments, and updates to participants.
8. Help manage tournament check-in and player flow on tournament days.
9. Assist with draws, match scheduling, court assignments, and tournament operations.
10. Monitor matches and help address player or parent questions and tournament-related issues.
11. Maintain a professional, welcoming, and competitive tournament environment.
12. Follow USTA rules, regulations, and tournament procedures.
13. Work with other tennis staff and facility personnel to ensure successful tournament operations.
14. Assist with Level 6 tournament operations as assigned throughout the year
15. Other duties as assigned.

Administrative Responsibilities:

1. Submit and maintain USTA tournament information and event details.
2. Manage tournament registration and participant communication.
3. Monitor registration numbers and communicate with players regarding tournament status and deadlines.
4. Prepare and distribute tournament schedules, draws, and player information.
5. Maintain accurate participant and tournament records.
6. Coordinate court availability and tournament scheduling with facility staff.
7. Communicate tournament needs, staffing requirements, and facility needs in advance of each event.
8. Maintain tournament-related documentation and records.
9. Assist with tournament fees, payments, and other administrative processes as assigned.
10. Track tournament participation and provide basic event summaries following tournaments.
11. Communicate any schedule changes, weather-related updates, cancellations, or other important information to participants in a timely manner.
12. Assist with promotion and awareness of upcoming Level 7, Junior Circuit, and Level 6 opportunities.
13. Maintain compliance with USTA tournament requirements and deadlines.

YMCA Competencies (Leader)

Mission and Community Oriented: Accepts and demonstrates YMCA values. Works effectively with people of different backgrounds, abilities, opinions and perceptions. Demonstrates a desire to serve others and fulfill community needs.

People Oriented: Seeks first to understand the other person’s point of view and remains calm in challenging situations. Builds rapport and relates well to others. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.

Results Oriented: Strives to meet or exceed goals and deliver a high-value experience for members. Embraces new approaches and discovers ideas to create a better member experience. Makes sound judgments, and transfers learning from one situation to another.

Personal Development Oriented: Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Pursues self-development that enhances job performance. Demonstrates an openness to change and seeks opportunities in the change process.

Benefits:

• Paid sick leave
• 12% Funded Retirement Savings
• Free Family Membership and program/activity discounts

Qualifications:

1. Demonstrate strong organization, communication, and time-management skills.
2. Take ownership of assigned tournaments and follow through on all event responsibilities from initial planning through completion.
3. Maintain clear and timely communication with players, parents, staff, and USTA representatives.
4. Be available and prepared to work primarily weekends, including Saturdays and Sundays, based on the tournament schedule.
5. Arrive early and fully prepared to ensure courts, equipment, schedules, and tournament areas are ready before participants arrive.
6. Be able to work independently while also collaborating effectively with the tennis staff and facility team.
7. Provide a professional, welcoming, and positive experience for players and families.
8. Handle tournament-day issues calmly and professionally, using sound judgment and escalating issues when necessary.
9. Maintain a strong working knowledge of USTA tournament rules, procedures, and expectations, and stay current with any changes.
10. Demonstrate reliability and flexibility when tournament schedules, weather, court availability, or other circumstances require adjustments.
11. Maintain accurate records and complete required administrative tasks in a timely manner.
12. Represent the YMCA and tennis department in a professional manner at all tournaments and events.
13. Continuously look for ways to improve the tournament experience, increase participation, and create additional competitive opportunities for junior players.

Work Environment & Physical Demands:

Frequently stands, runs short distances, walks, uses hands, talks, hears, reaches with hands and arms, climbs, balances, stoops, kneels, crouches, or crawls. Occasionally sits. Regularly lifts up to 10 pounds and occasionally lifts up to 50 pounds. Running, walking, and standing for consecutive hours without breaks.