The Office Administrator supports the effective day-to-day operations of Calgary South West United Soccer Club (CSWU) by providing administrative, registration, and member service support.
Reporting to the Director of Operations, this position demonstrates clear and professional communication with members, staff, and the public, and approaches interactions with a respectful, helpful, and member-focused mindset.
The role requires strong attention to detail and consistency in administrative work, sound judgment and discretion when handling sensitive or confidential information, and the ability to identify issues and contribute practical solutions. Success in this position also depends on the ability to work collaboratively with colleagues to support effective club operations and a positive workplace culture.
This position is part-time in nature, approximately 20 hours per week, with the potential to expand in hours or scope based on organizational needs.
Administrative & Front Office Support
- Respond to incoming calls, emails, and in-person inquiries in a professional, knowledgeable, and courteous manner.
- Provide accurate information regarding CSWU programs, policies, registration processes, and general operations.
- Direct inquiries and requests to appropriate CSWU staff members or volunteers as required.
- Assist with preparing, coordinating, and distributing communications to program participants and members.
- Maintain administrative records and documentation in accordance with CSWU standards.
Registration & Compliance Support
- Support player, team, coach, and volunteer registration processes within CSWU systems.
- Support the collection, verification, and organization of required registration and compliance documentation in accordance with CSWU policies and applicable standards.
- Ensure information is handled accurately and in compliance with privacy and confidentiality requirements.
Program & Event Support
- Provide administrative support for CSWU programs and initiatives, including camps, clinics, activities, and coaching courses.
- Assist with events and operational activities as required.
- Support seasonal workload fluctuations and peak periods as directed.
Additional Responsibilities
- Perform other related duties as assigned by the Office Manager to support CSWU’s operational needs, including adapting to evolving priorities and organizational requirements.
Qualifications, Knowledge, and Skills
- 3–5 years of administrative experience (in a sport or nonprofit environment is an asset)
- Strong written and verbal communication skills
- High level of attention to detail and accuracy
- Strong organizational and time-management skills
- Ability to work independently with minimal supervision
- Ability to manage multiple priorities in a fast-paced environment
- Proficiency with Microsoft 365 suite, email platforms, and online registration systems
- Understanding of youth sport environments and community-based organizations is an asset
- Valid Criminal Record Check (CPIC) required
Working Conditions
The position is primarily office-based and may include occasional work at outdoor fields, events, or other club-related locations. Duties may involve prolonged periods of computer and screen use, as well as routine administrative tasks requiring sustained focus.
The role may require flexibility in scheduling, including occasional evening or weekend work, based on operational and program needs. Employees are expected to perform their duties in accordance with CSWU’s occupational health and safety requirements and to follow safe work practices while carrying out assigned responsibilities.
Pay: $20.00-$25.00 per hour
Benefits:
Experience:
- Microsoft Office: 2 years (required)
- Office Administration: 2 years (required)
- Working in Sports or Recreation: 2 years (preferred)
Work Location: In person
