Club Administrator
Position Type: 20- 30 hours weekly
Reports To: Executive Director / Director of Soccer (ED/DOS)
Location: Hybrid (Office, Remote, and Field Locations as Required)
Overview
The Club Administrator role is a dual-focus operations, governance, and bookkeeping professional opportunity within Brams United SC. The position works closely under the mentorship and guidance of the Executive Director / Director of Soccer (ED/DOS), supporting the day-to-day administration of one of Ontario's growing non-profit soccer clubs.
The successful candidate will gain practical experience in non-profit administration, governance, financial administration, youth sport operations, strategic planning, and organizational leadership. The role provides exposure to Board governance, club licensing, financial management, community partnerships, and organizational development while assisting with the daily operation of the Club.
The primary goal of this placement is to provide a student interested in non-profit management, business administration, sport management, accounting, or public administration with meaningful, portfolio-building experience while contributing to the continued success of Brams United SC.
Responsibilities Leadership & Executive Support
· Coordinate recruiting, developing, and supporting the Club's technical staff, including Head Coaches, Technical Staff, volunteer coaches, and team officials.
· Coordinate coordinating daily communication, scheduling, and operational priorities with the ED/DOS.
· Lead or coordinate with the ED/DOS with recruitment, interviews, onboarding, orientation, and HR-related administrative duties.
· Promote collaboration between technical, operations, finance, communications, and volunteer departments.
· Contribute to fostering a positive, professional, inclusive, and service-focused culture throughout the Club.
· Coordinate the ED/DOS with Board governance administration, including preparation of meeting packages, agendas, reports, and supporting documentation.
· Coordinate research, drafting, and updating organizational policies, governance documents, operational procedures, and Board resources.
· Lead or coordinate implementation of the Club's Strategic Plan, Operational Plan, and annual organizational priorities.
· Coordinate tracking organizational projects, board action items, and strategic initiatives to ensure timely completion.
· Conduct research on best practices in sport governance, non-profit administration, funding opportunities, and organizational development.
· Lead or coordinate organizational compliance with Canada Soccer, Ontario Soccer, and Not-for-Profit Corporations Act requirements.
· Coordinate preparing documentation for Annual General Meetings (AGMs), Special General Meetings, and Board Committee meetings.
· Provide administrative coordinate to Board committees including Governance, Finance & Audit, Risk Management, and Community Engagement as required.
Customer Service
· Provide clear communication to parents and players regarding program structures and expectations under the direction of the ED/DOS.
· Respond to phone, email, and in-person inquiries professionally within established service standards (48 hours).
· Coordinate new players and families with registration, onboarding, and program selection.
· Lead or coordinate the ED/DOS in addressing member concerns and escalating issues appropriately.
· Coordinate planning meetings for coaches, managers, parents, volunteers, and staff.
· Maintain a visible, approachable presence at Club events, matches, and programming.
· Lead or coordinate member satisfaction initiatives through surveys, feedback collection, and continuous improvement recommendations.
Program Growth, Management & Quality Control
· Lead or coordinate recruitment of coaches, volunteers, interns, and staff and interns through partnerships with post-secondary institutions and community organizations.
· Coordinate scheduling, staffing, communication, and operational logistics for all Club programming.
· Lead or coordinate implementation of new initiatives designed to improve player experience, coach development, and program quality.
· Coordinate logistics for video analysis, technology systems (e.g., Veo), coach education, and player development initiatives.
· Lead or coordinate communication of player pathways between grassroots, competitive, academy, and senior programming.
· Coordinate player movement documentation, transition meetings, and program recommendations.
· Monitor program participation, retention, registrations, and coach staffing trends.
· Coordinate coaches with scheduling, administrative support, and operational needs.
· Collect, summarize, and report coach, parent, and player feedback.
· Coordinate coach scheduling, time tracking (Jibble), and payroll verification under the direction of the ED/DOS.
· Coordinate quality assurance reviews to ensure Club programs align with technical standards and organizational objectives.
Administration, Operations & Governance
· Maintain TeamSnap, PowerUp, District, Ontario Soccer, and Canada Soccer registration systems.
· Monitor coach compliance including certifications, Safe Sport requirements, police checks, and mandatory training.
· Maintain accurate credential records for coaches, staff, volunteers, and team officials.
· Lead or coordinate Club Licensing requirements including documentation, evidence collection, and annual submissions.
· Coordinate planning and delivery of League Launches, Festivals, Tournaments, Annual General Meetings, Coach Meetings, and Club events.
· Coordinate roster administration and player registration processes.
· Coordinate distribution of player offers and registration communications.
· Coordinate onboarding documentation for new staff and volunteers.
· Coordinate procurement of uniforms, equipment, supplies, and operational resources.
· Maintain employee attendance, vacation, and time-off records.
· Coordinate tournament registrations, league applications, and competition entries.
· Maintain website updates, TeamSnap communications, newsletters, and internal communication platforms.
· Coordinate payment tracking, member payment plans, and registration follow-up.
· Coordinate player and parent satisfaction surveys.
· Coordinate facility permits, field scheduling, cancellations, and communication with municipal partners.
· Lead or coordinate sponsorship, fundraising, grant administration, and community engagement initiatives.
· Coordinate preparing organizational reports, presentations, funding applications, and grant reporting.
· Maintain accurate organizational records in accordance with Club record retention policies.
· Other duties as assigned by the ED/DOS.
Bookkeeping & Financial Administration
· Coordinate maintaining accounting records using QuickBooks and other financial software.
· Process accounts payable, accounts receivable, invoices, reimbursements, deposits, and payments.
· Reconcile bank accounts, credit cards, and financial records.
· Coordinate monthly, quarterly, and annual financial reporting for management and the Board of Directors.
· Prepare supporting schedules for Board Finance Committee meetings.
· Coordinate annual audits and financial reviews.
· Lead or coordinate grant tracking, restricted funding allocations, sponsorship revenue, and project budgets.
· Coordinate payroll administration and employee expense reimbursements.
· Lead or coordinate preparation of T4s, T4As, Records of Employment, and year-end financial documentation.
· Maintain confidential financial records in accordance with organizational policies.
· Coordinate budget tracking, variance reporting, and financial forecasting.
· Lead or coordinate monitoring of organizational cash flow and financial performance indicators.
Board & Non-Profit Governance Support
· Coordinate the ED/DOS in preparing Board reports, executive summaries, dashboards, and supporting documentation.
· Compile organizational statistics and KPIs for Board review.
· Coordinate Board orientation materials and governance resources.
· Lead or coordinate governance policy reviews and document management.
· Maintain Board records, governance calendars, and organizational compliance schedules.
· Track Board resolutions, motions, committee action items, and policy review timelines.
· Coordinate annual corporate filings and regulatory compliance requirements.
· Lead or coordinate preparation of documentation for Ontario Soccer licensing, Canada Soccer licensing, grants, municipal reporting, and other organizational submissions.
· Research emerging governance trends, legislation, funding opportunities, and best practices impacting non-profit sport organizations.
Reporting
· Prepare weekly and monthly operational reports for the ED/DOS.
· Coordinate maintaining annual operational plans, communications calendars, and project trackers.
· Monitor organizational KPIs including registrations, retention, staffing, participation, volunteer engagement, and member satisfaction.
· Track financial KPIs including revenue, expenses, grant utilization, sponsorships, and year-over-year comparisons.
· Coordinate preparing presentations and reports for the Executive Director, Board of Directors, committees, funders, and governing organizations.
· Lead or coordinate data analysis to coordinate organizational decision-making and strategic planning.
Working Conditions
Administrative, governance, and bookkeeping duties will primarily be completed from the Brams United SC office or remotely, as required. Attendance at evening and weekend practices, matches, meetings, tournaments, Board meetings, and Club events will be required to coordinate learning and operational responsibilities.
Pay: $18.00-$23.00 per hour
Work Location: In person
