Club Administrator

The Club Administrator is the operational backbone of our volleyball club. This role is responsible for ensuring everything off the court runs seamlessly so our coaches and athletes can focus on performance. From managing facility logistics and registrations to coordinating club communications and major events, you will be the central hub connecting staff, players, parents, and volunteers.

Key Responsibilities 

1. Administration & System Management

• Inbox Triaging: Act as the first point of contact for the club; manage and triage the main incoming email accounts to ensure timely responses.
• Swift Scheduling System Management: Serve as the administrator for the Swift platform, inputting schedules, tracking court usage, and resolving booking conflicts.
• Registration Creation: Set up and manage online sports registrations for tryouts, regular seasons, camps, and clinics.
• Compliance Tracking: Oversee and manage player and coach JVA waivers, background checks, and required safety certifications/trainings.
• SportsEngine Management: Build out, maintain, and update team rosters and official team schedules within the SportsEngine platform.

2. Event & Logistics Management

• Tryout Logistics: Coordinate the operational setup for club tryouts, including check-in procedures, number assignments, and data collection.
• Host Site Staffing & Logistics: Organize staffing, concessions, admissions, and physical layout for club-hosted tournaments and events.
• Volunteer Coordination: Schedule and manage parent/community volunteers for tournaments, fundraisers, and special events.
• Picture Night: Plan and organize the annual club picture night, coordinating schedules between teams and the photography vendor.

3. Facility & Equipment Management

• Facility Management: Oversee day-to-day facility operations, ensuring a clean, safe, and welcoming environment.
• Revenue Optimization: Proactively market and fill non-peak gym hours with rentals, clinics, or community events to maximize facility revenue.
• Equipment Management: Maintain inventory, track, and manage all volleyball equipment (nets, balls, carts, training aids).
• Uniform & Apparel Ordering: Lead the ordering, sizing logistics, and distribution of player uniforms and coach apparel.

4. Communications & Marketing

• Club Updates: Draft and distribute regular email newsletters and operational updates to club families and staff.
• Digital Presence: Maintain and update the club website (including coach bios) and keep social media channels active and engaging.
• Sponsorships & Fundraising: Lead initiatives to acquire corporate sponsorships and organize club-wide fundraising campaigns.

Qualifications & Skills

• Experience: 2+ years in sports administration, event coordination, or office management (experience in youth sports or volleyball is a major plus).
• Tech Savvy: Proficiency with sports management software (specifically Swift), registration platforms, and basic website/social media management tools.
• Organization: Exceptional multitasking skills; ability to manage moving parts across multiple age groups and teams.
• Communication: Strong written and verbal communication skills for interacting with parents, coaches, and vendors.
• Flexibility: Willingness to work evenings and weekends during peak tournament and tryout seasons.

Position Type

Full-Time (with seasonal variance in hours)