| Role | Role Summary | Key Responsibilities | Qualifications |
| Head Coach | Responsible for leading a team, teaching baseball fundamentals, fostering sportsmanship, and ensuring a safe and positive environment for players. Communicates in a clear and timely manner with division director, assistant coach/helpers, and players' families and guardians. | Plan and lead practices and games; Teach skills such as hitting, fielding, pitching, and base running; Communicate with parents and league officials; Ensure player safety and adherence to league rules; Promote teamwork, discipline, and respect. | Knowledge of baseball rules and techniques; Strong leadership and communication skills; Ability to work with children and families; Background check required. |
| Assistant Coach | Supports the Head Coach in all aspects of team management and player development. Communicates in a clear and timely manner with players' families and guardians. | Assist with practices and drills; Help manage games and player rotations; Provide individual support to players; Step in for Head Coach when needed. | Basic understanding of baseball; Good communication and teamwork skills; Enthusiasm for working with youth; Background check required. |
| Division Director (e.g., Shetland, Pinto, etc.) | Oversees coaches and teams within a specific age division, ensures consistency and communication with coaches, assistant coaches, and players' families/guardians. | Assists with Preseason Clinics. Prepares gear bags and uniforms for coaches prior to season starting. In collaboration with division coaches and VYBS President, sets practice & game schedule for division. Runs their division's Player Evaluation day and Team Composition meeting, ensuring equal age/skill/gender distribution across division. During season: checks in with coaches regularly; instructs coaches how to prepare field before games; coordinates field equipment needs with VYBS President; checks in with umpire coordinator as needed; communicates with coaches and parents regularly regarding scheduled games, unscheduled rainouts, reminders, events, etc. | Basic understanding of baseball; Strong communication, organization, flexibility, and teamwork skills; Ability to work with children and families; Background check required. |
| Umpire Coordinator | Oversees the recruitment, training, and payment of youth & adult umpires. | Recruit youth umpires from divisions of 10U and up. Hold preseason training sessions to set expectations, teach best practices, and clarify division rules. Coordinate with Division Directors and coaches to discuss rules and fair play. Set and maintain the umpiring schedule, coordinating with youth umpires and their families. Track umpire hours and assignments. Manage umpire gear at various fields. Collaborate with VYBS Treasurer to ensure umpires receive their pay at end of season. | Attention to detail; ability to use spreadsheet to track umpire schedule and pay. Knowledge of baseball rules, PONY USA rule amendments, and any VYBS rule amendments. Clear and effective communcation between umpires, their families, and Division Directors and coaches. Background check required. |
| Umpire | Officiates games fairly and consistently, ensuring PONY rules and VYBS division-specific rule amendments are followed for each Baseball and Fastpitch Softball division. | Call balls, strikes, and plays; Maintain control and sportsmanship during games; Communicate clearly with coaches and players; Address any unsportsmanlike conduct from fans/crowd. | Knowledge of baseball rules (PONY USA and VYBS division-specific rules); Confidence and impartiality; Training provided for youth umps.
NOTE: most VYBS umpires are youth baseball and softball players themselves. Umpires shall not officiate divisions at or above their own age level, only divisions below (e.g., an umpire in the Bronco age division may officiate a Mustang or Pinto game, but not a Bronco or Pony game). |
| Equipment Manager | Maintains and distributes gear, uniforms, and supplies. Manages the pre- and post-season gear inventory process, including getting volunteers to help. | Preseason: Readying gear for Winter Clinics; determining what gear & uniform components needs to be replaced; collaborating with Division Directors and Treasurer to order new gear & uniforms; readying field lockboxes & storage units with a new combination each year.
During season: Collaborating with Division Directors and coaches to manage gear, uniforms, and field lockboxes.
Postseason: Managing the collection of gear bags and uniforms from Division Directors and coaches; managing Gear Inventory days and enlisting volunteers to help; Organizing gear and uniforms in storage container. | Well-organized and with strong communication skills; Ability to do light-to-moderate physical work and lift up to 50lb; Available to help move and set up equipment for events such as Winter Clinics, Jamboree, and Strawberry Festival. |
| Team Manager | Acts as the liaison between coaches, parents, and the league. Handles administrative and organizational tasks. | Coordinate team communications (emails, schedules); Organize snack volunteers, uniforms, and team events; Assist with registration and paperwork; Support coaches with logistics. During games, may assist in managing the dugout or basecoaching. | Strong organizational skills; Friendly and approachable; Reliable and responsive; Ability to work with children and families |
| Dugout Help & Basecoaching | During games, manages the dugout and coaches at 1st or 3rd base. | Supports coaches by keeping players on track between innings and at-bats. Monitors player safety in dugout and on-deck circle. If needed, serve as basecoach at 1st or 3rd base. | Ability to work with children; Basic understanding of baseball; Ability to multitask; Friendly and approachable. |
| Scorekeeper / Statistician | Keeps accurate records of games, including scores, player stats, and pitch counts. | Record game stats using scorebook or app; Track pitch counts and substitutions; Submit game results to the league. | Attention to detail; Familiarity with baseball scoring; Willingness to learn scorekeeping tools. |
| Field Maintenance | Helps prepare and maintain the baseball field before and after games. | Set up bases, chalk lines, and equipment; Rake and drag the field; Ensure dugouts and spectator areas are clean; Ensures field lockboxes are stocked and secured; Notifies Division Director when field supplies need attention (e.g., chalk is nearly out, base plugs are missing, etc.). | Ability to perform light-to-moderate physical labor and lift up to 50lb; Dependable and punctual. |
| Marketing Help | Create/print/distribute fliers or other materials as needed. Coordinate with the Webmaster/Registrar and others as needed to access VYBS logos, images, sponsors, etc. | Designing and distributing posters/flyers ahead of Registration and Winter Clinics; Helping manage the VYBS Facebook page; Connecting with local businesses to sponsor the league; Liaising with Vashon Parks to advertise on their billboards and printed materials; Placing notices in the Beachcomber, Loop, and various Island social media sites. | |
| Special Events & Fundraising | Create, manage, and/or contribute to fundraising opportunities for VYBS. Support special events such as Jamboree, Strawberry Festival, etc. | Contributions of your time and energy can be anything! Some example include: bringing a potluck dish to the Jamboree; helping staff the Speed Pitch station at Strawberry Festival; getting your employer to match charitable donations; setting up equipment for the Winter Clinics and Jamboree; connecting with local businesses to sponsor the league; creating opportunities for fundraisers; cooking hotdogs at the Jamboree; and so much more! | |
| Photography | Take pictures at games, events, etc. Coordinate with Webmaster/Registrar and others as needed to upload photos to the VYBS Google Drive and then to the website & social media. | Identify photographed subjects in order to cross-reference them with signed Photography Waiver list before uploading photos to a public site. | |