WAHC is hiring a Tryout Coordinator! If you're passionate about youth hockey and know how to organize high-energy, athlete-focused tryouts, we want to hear from you! We're looking for someone to create a positive, organized tryout experience for our athletes! Join us in shaping the future of our teams! Please send your RFP/Application by May 22, 2025 to the WAHC Administrator at: administration@woodburyhockey.com. 

Position Details:

Woodbury Area Hockey Club
Tryout Coordinator

Position Summary

The Tryout Coordinator plays a key role in organizing and overseeing all aspects of youth and girls hockey tryouts, including goalies, for WAHC. This position ensures a smooth and professional experience for players, parents, and coaches by managing logistics, communication, and on-ice coordination. The ideal candidate is organized, communicates clearly, and understands the dynamics of youth hockey

Key Responsibilities:

Pre-Tryout Planning

Coordinate scheduling of tryout sessions across age groups in partnership with the club administrator and Hockey Directors.

• Assist Hockey VPs to establish evaluation criteria and scoring systems, as requested.

• Organize and prepare score sheets and scoring system software.

• Provide input on evaluators and on-ice help, as requested by the VPs of Hockey.

Communication

• Coordinate communications to families through Club Administrator regarding tryout logistics, expectations, and results timelines, in coordination with the VPs of Hockey.

On-Ice Coordination

• Oversee on ice facilitation of tryout, ensuring sessions stay on schedule and evaluators have what they need.

• Address any real-time issues with on-ice coaches, Hockey Directors, or rink staff.

Post-Tryout Follow-Up

• Collect and compile evaluation scores, sharing with Hockey VPs and Club Admin each day.

• Assist with team formation discussions, including bubble player analysis and goalie assessments, as requested.

• Reconcile time for fee payment and 1099 tax reporting

Confidentiality

• Tryout Coordinator, while interacting with the WAHC in its role as Tryout Coordinator, will maintain strict and complete confidentiality; will not share a) tryout data with anyone other than the WAHC Hockey Group without the explicit permission of the Hockey VPs, b) information about WAHC players with anyone other than the WAHC-Hockey Group or other Board designated committee (e.g. grievance/conduct review), and c) will not share or disclose any materials or information resulting from this contract without the written permission of the WAHC.

Qualifications:

• Prior experience in youth sports, event coordination, or administration preferred.

• Strong organizational and time-management skills.

• Excellent written and verbal communication abilities.

• Ability to work evenings and weekends during tryout periods.

• Comfortable managing spreadsheets and registration software

• A team-player attitude with the ability to multitask and stay calm under pressure.

Compensation:

Tryout Coordinator will receive compensation for tryout coordination services at a rate and number of hours to be agreed upon by WAHC and the Tryout Coordinator. Prior year Tryout Coordinators have received $75 per hour and approval for up to 175 hours. Additional hours may be approved by the WAHC Group upon request. The Tryout Coordinator will invoice the WAHC Admin within 7 days of the end of each month during the term of the contract. The WAHC will pay the invoice within 15 days of receipt of invoice.

Term:

The initial term for this position will be from 7/1/2025 to 12/1/2025 and is currently reviewed on an annual basis. 

WAHC Responsibilities:

• Own tryout scoring system (skills and corresponding values)

• Scope each day of tryouts, selecting drills to be run

• Set lines / groups   

• Final selection of evaluators, which may include recommendation and coordination with Tryout Coordinator

• Manage communication around tryout waiver requests, manage as appropriate   

• Responsible for the Preparation and Communication of Tryout Documentation for Players & Parents    

• Manage ‘spectators’ during tryouts (ensuring only approved individuals are observing)

• Handle all communication to families (coordinator will have no direct contact with families)

• Meals for evaluators