Key Responsibilities and Required Skills for a Judge Coordinator

🎯 Role Definition

A Judge Coordinator is the central figure responsible for the successful management and engagement of judging panels. This role serves as the primary liaison between the host organization and its judges, ensuring a seamless, professional, and equitable judging process from recruitment to final deliberations. Whether for a prestigious awards ceremony, a university mock trial competition, a startup pitch event, or a science fair, the Judge Coordinator is the organizational linchpin who guarantees the integrity and effectiveness of the evaluation process. They are master orchestrators, communicators, and problem-solvers, adept at handling the logistical and interpersonal complexities of working with distinguished professionals and volunteers.

📈 Career Progression

Typical Career Path

Entry Point From:

Event Assistant or Coordinator
Administrative Coordinator
Program Assistant
Paralegal

Advancement To:

Program Manager
Event Director
Volunteer or Stakeholder Relations Manager
Operations Manager

Lateral Moves:

Awards Program Manager
Competition Manager
Conference Producer

Core Responsibilities

Primary Functions

Spearhead the end-to-end recruitment, selection, and confirmation process for a diverse and qualified panel of judges, ensuring alignment with program criteria and strategic diversity goals.
Serve as the primary, dedicated point of contact for all judges, professionally handling inquiries, providing timely and accurate information, and fostering positive, lasting relationships.
Develop, manage, and execute a comprehensive communication plan for judges, including pre-event briefings, logistical updates, distribution of judging materials, and post-event follow-up.
Coordinate the creation, meticulous review, secure distribution, and timely collection of all judging materials, such as scoring rubrics, entry submissions, confidentiality agreements, and feedback forms.
Plan, schedule, and facilitate all judge-related meetings and training sessions, including orientation webinars, calibration meetings to ensure scoring consistency, and in-person or virtual deliberation sessions.
Manage all logistical aspects of judge participation, which includes coordinating travel, accommodation, and transportation for in-person events and providing technical support for virtual platforms.
Oversee the on-site or virtual "judge experience," ensuring they have the resources, support, and environment needed to perform their duties effectively and feel valued.
Implement and manage the judging process itself, whether through an online portal or a manual system, ensuring data integrity, confidentiality, and adherence to established timelines.
Proactively identify and resolve any issues or conflicts that may arise during the judging process, from scheduling conflicts to technical difficulties or scoring discrepancies.
Process and manage judge-related financial matters, including the distribution of honorariums, stipends, and the timely reimbursement of approved expenses.
Create and maintain detailed documentation of all judging procedures, protocols, and communications to ensure consistency and facilitate knowledge transfer for future cycles.
Conduct thorough post-event debriefings with judges to gather feedback on the process, entries, and overall experience to drive continuous improvement.

Secondary Functions

Collaborate closely with the program and events teams to ensure the judging timeline is seamlessly integrated into the overall event or program schedule.
Maintain and meticulously update a comprehensive database of current and prospective judges, tracking their areas of expertise, availability, and history of participation.
Assist the marketing team in developing content that highlights the prestige and expertise of the judging panel to promote the event or program.
Compile and analyze judging data to generate reports on scoring trends, judge consensus, and other key metrics for internal stakeholders.
Support ad-hoc data requests and exploratory data analysis related to the judging process.
Contribute to the organization's data strategy and roadmap by providing insights on judge management and scoring platforms.
Collaborate with business units to translate data needs into engineering requirements for judging software or platforms.
Participate in sprint planning and agile ceremonies within the broader program or data engineering team when developing new judging tools.

Required Skills & Competencies

Hard Skills (Technical)

Event & Project Management: Proficiency in using project management tools (e.g., Asana, Trello) and event management software (e.g., Cvent, Bizzabo) to manage complex timelines and logistics.
Database/CRM Management: Experience with database or CRM systems (e.g., Salesforce, Airtable, custom databases) for tracking and communicating with large groups of stakeholders.
Office Suite Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace for creating documents, tracking data, and managing communications.
Platform Expertise: Familiarity with online judging platforms, submission management systems (e.g., Submittable, AwardForce), and virtual meeting software (e.g., Zoom, Microsoft Teams).
Data Literacy: Ability to compile, review, and perform basic analysis on scoring data to identify trends and report on outcomes.

Soft Skills

Exceptional Organization: Meticulous attention to detail with the ability to manage multiple competing priorities and deadlines without sacrificing quality.
Superior Communication: Polished and professional written and verbal communication skills, with a talent for clear, concise, and courteous correspondence, especially with high-profile individuals.
Diplomacy & Interpersonal Acumen: A high degree of emotional intelligence and tact; the ability to build rapport and navigate sensitive conversations with grace and professionalism.
Problem-Solving: A proactive and resourceful approach to identifying potential issues and developing effective solutions under pressure.
Discretion & Integrity: Unwavering commitment to confidentiality and ethical conduct when handling sensitive information and managing a fair evaluation process.
Self-Motivation: A proactive, "can-do" attitude with the ability to work independently, take ownership of projects, and contribute positively to a collaborative team environment.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree or equivalent professional experience in a relevant field.

Preferred Education:

Bachelor’s or Master’s Degree in Communications, Event Management, or Business Administration.

Relevant Fields of Study:

Communications
Event Management / Hospitality
Business Administration
Public Relations
Legal Studies / Pre-Law

Experience Requirements

Typical Experience Range:

2-5 years of professional experience in a role requiring significant coordination, communication, and project management skills.

Preferred:

Direct experience in volunteer management, VIP/speaker coordination, or managing stakeholders in a non-profit, academic, or corporate awards setting. Prior hands-on experience as a Judge Coordinator for a competition, fellowship, or awards program is highly desirable.