White Bear Youth Football Board of Directors — role description and responsibilities.
The Digital Operations Coordinator plays an essential role in supporting the digital, administrative, and safety-compliance systems that keep WBYF organized and operating at a high standard. This position ensures that families, coaches, and board members have reliable access to accurate information, that coaches remain compliant with USA Football requirements, and that the program maintains a consistent, professional presence across all communication and safety platforms. Through steady communication, attention to detail, and a strong commitment to safety and clarity, the Coordinator helps create a smooth and dependable experience for the entire WBYF community.
The Coordinator manages the annual setup and ongoing maintenance of the SportsEngine platform, including team creation, roster uploads, coach assignments, and communication settings. They ensure that each team page is accurate, easy to navigate, and updated promptly when schedules change, rosters shift, or new announcements are needed. The Coordinator supports coaches and team managers by helping them send messages, update team pages, track attendance, and access rosters, providing troubleshooting and guidance so volunteers feel confident using the system regardless of their experience level. They work closely with the Registrar to maintain accurate player information and collaborate with the Coaches Director and Team Operations to ensure that team assignments and coach access levels are properly configured, helping prevent confusion and ensuring families receive timely and correct information.
In addition to digital operations, the Coordinator oversees WBYF’s compliance with USA Football standards, ensuring that every coach completes required training and enters the season fully certified. They track certification progress, send reminders, and help coaches navigate the USA Football platform when questions or technical issues arise. The Coordinator reinforces safe and effective coaching practices by promoting USA Football’s recommended techniques, including proper tackling form, concussion awareness, hydration guidelines, and age-appropriate practice structures. They collaborate with the Coaches Director and grade-level coordinators to ensure that safety expectations are applied consistently across all teams and that coaches have access to the resources they need. The Coordinator also plays a key communication role by keeping the board informed about certification status, upcoming deadlines, and changes to USA Football policies. When new training modules or safety updates are released, they ensure that coaches receive the information promptly and understand how it applies to their teams. The role may also support player-safety initiatives such as equipment fitting guidance, heat-related protocols, and return-to-play procedures, helping ensure that WBYF remains aligned with national best practices and that families feel confident in the program’s commitment to safety.
The Digital Operations Coordinator provides critical administrative, technical, and safety-focused leadership that strengthens the entire WBYF program. Their work ensures that digital systems run smoothly, coaches remain compliant and well-prepared, families stay informed, and players benefit from a safe, organized, and developmentally appropriate football environment.