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Support YMCA Sports behind the scenes! Coordinate programs, volunteers, communication, and operations.
Job Description
The Administrative Assistant-Sports supports the daily operations of YMCA sports programs by providing essential administrative, communication, and customer service support. This full-time, entry-level role helps ensure smooth program delivery by coordinating communication with families and volunteers, maintaining accurate program records, assisting with scheduling and team logistics, and supporting marketing and branding efforts. The position also manages volunteer coordination, applicant processing, and compliance tasks while assisting with payments, reporting, and general program administration. Through strong organization and clear communication, the assistant contributes to a positive experience for participants and supports the overall success of YMCA sports programming.
Qualifications
High School Diploma or GED required and 1-2 years of related experience.
Passion for building community and fostering meaningful relationships through programs and services.
Experience supporting program delivery and staff development in a team-based environment.
Ability to coordinate staff, programs, and schedules effectively in a dynamic setting.
Strong communication skills, including written, verbal, and public-facing interactions.
Demonstrates initiative, sound judgment, and strong organizational and time-management skills.
Builds inclusive, mission-driven relationships with youth, families, and community members from diverse backgrounds.
Bilingual or multilingual skills preferred, but not required.
Essential Functions
Communication & Marketing Support
Communicates with parents, participants, coaches, and volunteers regarding registrations, schedules, and program updates.
Ensures timely and accurate communication for the website, Facebook, Twitter, and branch staff.
Maintains clear, consistent communication and marketing for sports programming.
Works with the Marketing Department to ensure proper branding of all communications.
Assists with marketing efforts to increase awareness and participation in competitive sports programming.
Utilizes communication platforms to support sports programs.
Administrative & Program Operations
Manages waitlists for all youth sports leagues.
Completes product setup for sports programs by deadlines.
Runs reports for tax receipt requests and league information.
Adds or removes players from teams as needed.
Collects payments and processes refunds for sports programs.
Provides administrative support to the Welcome Center related to sports and volunteers.
Maintains required program records for YMCA and state/national sports associations.
Attends required trainings, meetings, and platform/database trainings to maintain job knowledge.
Volunteer & Staff Coordination
Coordinates all volunteers through Volunteer Matters.
Provides resources and manuals for coaches and staff.
Assists with volunteer and staff trainings for the sports department.
Assists with managing applicants through the YMCA Applicant Tracking System (KENY).
Coordinates interview schedules and conducts reference checks.
Ensures compliance with new-hire processes and maintains required certifications and records.
Scheduling & Program Logistics
Assists with team formation, team scheduling, and facility scheduling for all sports programs.
Maintains communication with coaches, parents, and facilities regarding sports programs.
Supports equipment inventory and maintenance.
Relationship Building & Community Engagement
Models strong relationship-building skills in all interactions.
Develops and maintains collaborative relationships with community organizations.
Maintains clear and concise communication within areas of responsibility.
Completion of all required annual trainings related to safety, compliance, and child protection as assigned.
Performs other duties as assigned by the supervisor.