The holidays are upon us, and a new year is quickly approaching, so it is a perfect time to reflect on the past year’s events, learn from them and set new goals for 2023.  2022 brought tremendous growth and change to us at EAA.  We implemented new and improved programming and enjoyed a significant increase in participation across our eight activities.  As we continue to evolve (our ninth activity, lacrosse, will be added in 2023), our administrative team has been adapting to new challenges and putting in the work to provide our membership with the very best experiences possible.  

Handling the intricate details of an entire youth sports season can be extremely difficult, and the impact of our work may not even be evident until kids reach high school, college or even adulthood. In fact, a Greek proverb we often use to define what we do within the organization states: “A society grows great when old [people] plant trees in whose shade they know they shall never sit.”   In other words, the time and effort we devote to designing and implementing meaningful programs for our kids should lead to a lasting, positive impact on their holistic development and entire lives.  Unfortunately, most of us will never see how these programs have shaped the lives of our children, but the seeds we are planting with our athletes should lead to strong roots that provide our children with the stability and experiences they need to lead successful lives and make valuable contributions to our community and society as a whole.   

Our program administrators are passionate about helping children reach their potential as people and athletes.  These dedicated individuals do the difficult work behind the scenes, and without them we would not be able to provide positive learning environments to the thousands of kids who participate in our activities.  Therefore, during this season of giving, it only seems right to show appreciation to those who go above and beyond for us at EAA, while also shedding some light on the work that is done behind the bench.  

Here is a snapshot of some of the work our administrators do behind the scenes at EAA, as written by our own staff:

Registration process 

We build a new registration for each season, camp or clinic and test it to make sure it works properly.  Depending on the sport and event, this can include small details that enhance the registration process. Throughout the registration process we field phone calls and emails on a daily basis with questions regarding our programs.  

Part of the registration process includes team formation.  Putting teams together is like completing a complicated jigsaw puzzle.  There are many different pieces that go into it, and getting the right fit is our goal.  Using the specifications of our program like roster size, age limits and playing experience, we take into consideration players’ school, friend, teammate and coach requests as we build each team.  Some teams come together quickly and easily, while others take more time and effort. 

Managing Household Accounts

Managing household accounts is an ongoing daily task for program administrators.  We receive emails and phone calls to update information and add new members to the household.  This also includes updating credit card information and processing payments as needed.  

Coaching Requirements

In order to provide a safe and positive learning environment for all EAA athletes, all EAA coaches are required to register as a coach, complete a background check, and do additional training in SafeSport and concussion awareness.  There are also some additional certifications required that are unique to specific sports.  As program administrators, we must make sure all coaches are registered and have a clear background check on an annual basis.  SafeSport and concussion training are required every two years.  Checking requirements can be extremely time consuming, but it is seen as the most crucial step to ensuring the safety of all EAA athletes.   

Uniforms

A lot happens behind the scenes when it comes to uniforms. This includes designing, ordering, organizing into correct teams, and then distributing to coaches and players.  The first step involves working with the sport directors and the supplier to design the uniform and color scheme.  Most sports also hold a fitting where athletes can come try on uniforms to ensure proper fit.  We also work with the supplier to ensure athlete’s names are spelled correctly, they have ordered the correct size, and that there are no duplicate numbers.  Once the uniforms arrive, we may have to organize them by team and get them distributed to the coaches.  

Team Budgets & Divvy Cards

Managing team budgets and Divvy cards (virtual credit cards) for each team is very tedious work.  We are so grateful most select teams now have their own Divvy card.  This allows coaches to register for tournaments and purchase any necessary equipment on their own.  The Divvy cards help save us some time on the back end.  The program administrators load money onto the Divvy cards at the beginning of the season.  We also have to ensure coaches upload the correct receipts and approve each transaction.   

The work our coaches do with our athletes is critically important to the success of our entire organization.  But, as you can see, there is a significant amount of work our administrators put in before anyone arrives for an event, and these logistics can make or break a season.  Although the work being done behind the scenes at the administrative level can be thankless at times, knowing we have the opportunity to positively influence the lives of every child who participates in our activities serves as thanks enough.  Nevertheless, it is always nice to be shown some appreciation, so take the time to thank those who do the dirty work and make countless contributions to the overall experience at EAA. Those who do the work behind the bench deserve just as much gratitude as those who are on it, so consider taking a moment to show some appreciation for the unsung heroes of EAA.