Grassroots Administrator

Job Description

Overview

The primary role for this position is to oversee the administrative activities of Strathmore Soccer Association’s Grassroots program running from U4-U9. Communication, coordination, scheduling, and acting as liaison between the Club, Governing bodies and organizational activities will comprise the majority of this job. The Administrator will work closely with the Grassroots Coordinator, the Club Teams Administrator, and members of the Technical Team including the Technical Director. This role will manage the day to day operations noted above under the direction of the Board of Directors.

Wage: $18-25/ hour considered a hired contractor for an average of 15 hrs/week. Wage will be negotiated based on experience and education. 

Reporting Relationship

Operationally, the Grassroots Administrator interacts and reports directly with the Board of directors

Qualifications

• Administrative Professional or Administrative certificate is considered an asset, but is not required
• An interest and knowledge of Soccer in general and within the Strathmore region would be considered an asset; however, training will be provided
• Strong computer skills - Proficient in MS Office programs including but not limited to MS Word, Excel, and Outlook; proficient in Google apps including but not limited to Docs, Sheets and Calendar. Not afraid to work in the backend of the website and registration system (training is provided)
• Must have excellent verbal and written communication 
• Strong interpersonal skills with a customer service focus and a professional and friendly rapport with the public
• Ability to utilize computers and other communication tools, including Social Media
• Demonstrate detailed oriented management abilities and skills in organization, prioritizing and multitasking
• Strong knowledge of the Strathmore community
• Must have a valid Alberta Driving License
• The ability to work independently with minimal supervision and also as a team player.
• Be able to problem solve.

Ability to work irregular hours, including the occasional evenings and weekends when required

Responsibilities

• General office administration including incoming/outgoing phone, fax and email communications
• Direct specific enquiries to the concerned Director if needed
• Take registrations; handle cash, debit/credit transactions and forward all finances to the Treasurer
• Maintain online registration system
• Maintain adequate office supplies - ordering etc.
• Report to the Board any registration refund requests that do not fall within our Refund policy and apply the Board’s direction to each situation; keep a running total of registrations per season
• Enter registration into the CLSF, and SSA systems as necessary
• Must be willing to drive to Calgary and area as needed for Club related business with paid mileage and time
• Provide scheduling for Grassroots programs and for Junior Coaches.
• Junior Coach initial scheduling and scheduling adjustments up until 7 days prior to the event will fall under the administrator’s purview to organize. Junior Coach or Grassroots Coach/ Coordinator Substitutions within 6 days of the event will be the responsibility of the coordinator to organize (who may request assistance from the Grassroots Administrator)
• Share responsibilities with the other leads in the organization to determine outdoor Field Status, which then must be input by 9 am, 1 pm and 4 pm on weekends and 4pm on weekdays by either of the 2 administrators (outdoor season only)
• Assist the Grassroots Coordinator with administrative and organizational requirements.
• Coordinate any special events, such as picture day, final day with medals, parade, REVS, or Markets. 
• Update members and players via email and social media 
• Assist with the set-up and co-ordination of coaches’ meetings; the distribution of Grassroots jerseys, starter kits, shorts, socks, shin guards, or other apparel purchased.
• Prepare agendas in cooperation with the Club Teams Admin, attend Board meetings, assist the Secretary in recording meeting minutes, and distribute the Secretary's finalized and approved minutes after the meeting to all Board members and meeting attendees. (These duties are often shared with the Club Teams Admin) 
• Inventory all soccer related supplies, including but not limited to player uniforms, soccer equipment, first aid supplies, etc.
• Replace any supplies that are running low, order new equipment as necessary (after obtaining Board approval), keep an updated inventory of all supplies in coordination with the Technical Department.
• Organize volunteers and assist with laundering and organization of uniforms, inventory, and order replacements as required.

Please send your resume and references to the Strathmore Soccer Board of Directors at info@strathmoresoccer.ca. The job posting will close August 5th, 2024.