Can You Help?
Please remember this is an entirely volunteer-based organization. Get involved with a job that suits your personal schedule! This is a great way to stay involved in activities that your child's team or school participate in.
Here is a list of general Texas or tournament related administrative jobs for the coming season (July to June). Whether you can help for two hours or twenty hours, we appreciate all our volunteers.
- Consider "job sharing". team up with another parent, family member or neighbor to make the job easier for all.
- TX Admin jobs are available to volunteers from ALL regions. Contact firstname.lastname@example.org,
- HARO Tournament jobs are available to volunteers in the Houston area. Contact email@example.com.
- For Tournament jobs in Regions other than Houston, please contact the Regional Director (RD) of your region.
- Please do not be disappointed if an interesting job is already assigned. We welcomeshadow volunteers who can help make the job easier this year and learn for next year.
General Admin Jobs
Pins Design Team: Works on pin design in the summer. Works with manufacturer for approval of samples.
T-shirt Design Team: Design of 4 T-shirts. Works with manufacturer for review and approval of draft. WF and Judges orders to be placed in November. Team shirts for Region and State to be placed in February. 6-8 hours between August and October.
Pin and T-Shirt Online Sales Manager: Set-up of all T-shirt sales by type and size for on-line pre-orders. Answer email inquiries about pin or t-shirt orders. Delete duplicates. Verify order accuracy before close. Works with Inventory Manager to set-up the Magic Book for Sales. Currently using emailmeforms but we are considering proper eCommerce solution this year. Manager can recruit 2-hr Volunteers one day a year (coordinate with Volunteer Coordinator in advance). Initial set-up October to December, 20 hours (online). Online email responding 2-3 hours total (Jan). At close of sales for region (Feb) 4-6 hours for mail merge of invoices.
Shirt Inventory Manager: Determines stock of shirts to be ordered. Coordinate with design team and places the orders. Works with Online Sales Manager to help create the Magic Book for each region.Vendor (Bull Shirts) will ship non-Houston shirts directly to each region. Takes delivery of orders. Our storage unit is in Houston (proximity will be an added convenience). Sets-up inventory control process and reviews between competitions. Verifies pre-orders. Stock rolling carts. Receives unsold stock from Regions.Manager can recruit 2-hr Volunteers 2-3 days a year (must coordinate with Pin Inventory Manager and Volunteer Coordinator in advance). Estimated effort: Initial set-up December, 4-5 hours. Upon delivery (Dec for part A stocking) 3-4 hours. Regions coord (Feb) 3-4 hours. At close of sales for region 2-3 hours. State delivery (March) 3-4 hours. At close of State (March) 3-4 hours to hand over to WF sales team.
Pin Inventory Manager: Coordinates with design team on quanitites ordered. Works with Online Sales Manager to help create the Magic Book for each region. Takes delivery of orders. Our storage unit is in Houston (proximity will be an added convenience). Sets-up inventory control process and reviews between competitionsVerifies pre-orders. Ships to other Regions. Stocks rolling carts for Houston. Receives unsold stock from Regions. Manager can recruit 2-hr Volunteers 2-3 days a year (must coordinate with Pin Inventory Manager and Volunteer Coordinator in advance). Initial set-up December, 4-5 hours. Upon delivery (Dec for part A stocking) 3-4 hours. Regions coord (Feb) 3-4 hours. At close of sales for region 2-3 hours. State delivery (March) 3-4 hours. At close of State (March) 3-4 hours to hand over to WF sales team.
World Finals Sales & Inventory: Identifies inventory of Texas World Finals pins & T-shirts available to TX teams, prepares for online sales. Answers email inquiries. Prepares the invoices and verifies collection of payments. 12-16 hours online (late April, early May).
World Finals Sales Fulfillment: Manages sales fulfillment to TX teams advancing to WF, with 2-hr volunteers: building trading packs, preparing orders, shipping to non-Houston teams, Organize pick-up day for Houston team. 12-16 hours in May
Pins & T-shirts Chair: Coordinates design, ordering, sales and inventory teams. Ensures teams know their responsibilities and work together to control inventory, process sales, track payment, reports on earnings.
Training Materials Coordinator: Responsible for downloading, preparing judges training materials for judge’s training. Prep master copy of all score packs. Coordinates with PC’s for contents. Create Ranatra/Omer award nomination kits.
Team Qualifications: Responsible for reminding and enforcing teams qualifications for entire state: timely team/judge/TS/2hr registration and fee payment per qualifications for specific region. Contacts teams with problems.
Online Registration: Responsible to configure the online registrations for teams, judge in all regions. Also volunteer registration for HARO and State.4-5 hours/month (online only) from October to March.
Webmaster: Maintains txodyssey.org web site. Keeps track of milestones and deadlines to be published. Obtains information for publishing. 2 hours/week (online only) from October to May
HARO Tournament jobs
Volunteer Coordinator: Responsible for all 2-hr volunteer job descriptions before online registration starts. Monitors registrations and compares to job selections (approx. 160 volunteers). Contacts teams that are missing volunteers. Coordinates jobs and prepare reports for all on-site TS. 60-80 hours Feb-March.
Judge Coordinator: Responsible for Coordinating judge registration for HARO. Verifies data, emails reminders to register, prints HARO training forms, enters assigned problem and other data in national database.
Merchandise Set-up and Sales: Arranges set-up of sales points at all HARO venues (Paul Revere main cafeteria, Walnut Bend, Primary area). Manages all shifts and ensures continuity of T-shirt pick-up and pin sales with 2-hr volunteers. Organizes money tracking and reporting. 2 hrs coordination ahead of time, 8 hours on tournament day.
Merchandise Sales Finance Team: Supervises the collection and processing of money at Sales points and at Competition. Reports to Treasurer.
Fees Receivables: Responsible for posting teams checks for all tournaments to the registration database and keeping track of unpaid fees.
Paperwork Check: Coordinates team paperwork check area at tournament. Must become very familiar with team paperwork. Problem Captains will give a list of team required forms and expected pitfalls. All day job.