Coordinator, Membership Services

Job Title: Coordinator, Membership ServicesReports to: Director, Sport OperationsLocation: Alberta Based (Hybrid) – Edmonton preferred Job Purpose: The Coordinator, Membership Services, is responsible for the planning, coordination, and execution of Swim Alberta’s membership-related operations. This includes managing club affiliation, swimmer registration, and coach compliance for Year-Round and Summer swimming. The role supports members through clear communication, resource development, and training, while maintaining accurate records and reporting systems. Additionally, the position leads member engagement initiatives, social media, and contributes to strategic planning and policy implementation to ensure a positive and informed membership experience across the province.Key Responsibilities: Membership Services Create and distribute club affiliation information using various communication modes (newsletters, emails, website, webinars) for Swim Alberta and Alberta Summer Swimming Clubs annually. Review and implement recommendations from the Annual Membership Survey to improve the communication, process, and resources for club affiliation and renewals, in line with the Club Membership Policy. Update and activate registrars at the beginning of each swim season and provide ongoing support as needed. Ensure clubs submit required membership documents and follow up as required. Maintain Swim Alberta affiliation requirements in Swimming Canada’s Registration System. Review and coordinate Year‑Round new club applications for the Swim Alberta Executive Director and Board of Directors. Create, update, and maintain Year‑Round Club Affiliation resources on the Swim Alberta website. Serve as the primary point of contact for Year‑Round affiliated clubs. Maintain the Club Affiliation flowchart/decision tree resource. Swimmer Registration Create, maintain, and distribute registration resources (manuals, process maps) using multiple communication modes (newsletters, emails, website, webinars) for registrars annually. Review and approve swimmer transfers. Maintain the swimmer registration flowchart/decision tree resource. Coach Compliance (Year‑Round and Summer Swimming) Lead coach compliance efforts to ensure coaches meet Swim Alberta and Swimming Canada requirements for coach education and certification. Communicate with club presidents and head coaches regarding coach compliance. Provide ongoing support to clubs for administering and implementing the coach requirement policy. Ensure appropriate communication modalities are deployed for registrars and coaches regarding compliance deliverables and deadlines. Maintain coach compliance records in both the Swimming Canada Registration System and Swim Alberta records. Maintain the coach registration and compliance flowchart/decision tree resource. Confirm NCCP coach education requirements with Swim Alberta staff to ensure compliance. Community Engagement Manage distribution lists and communicate regularly with members regarding programs, services, and relevant updates. Create and maintain media contacts list for distribution purposes. Create and maintain an annual communication calendar for program and event execution. Support relationship‑building with the swimming community, athletes, local media, sponsors, and partners. Promote Swim Alberta and the sport of swimming through social media channels. Prepare web and social media content in accordance with the communication calendar. Support the Swim Alberta staff with the website to ensure consistent, updated content. Provide support and manage user access for the Swim Alberta website member portal. Manage and liaise with national and local media. Support the implementation of the Swim Alberta strategic plan and operational plan. Create social media and communication plans to ensure continuity and development of Swim Alberta’s communications strategy. Utilize social media management tools (e.g., Hootsuite) to execute Swim Alberta’s communication strategy. Administration & Reporting Ensure club, swimmer, and coach are paid, recorded, and followed up in the registration system, in coordination with the Swim Alberta Lead, Finance & HR. Create and regularly maintain a Club contact list, including Club contacts, Registrars, Club Presidents, and Coaches. Generate membership reports for the Swim Alberta Annual Report. Complete Swim Alberta Strategic Plan reporting requirements for membership initiatives. Manage Screening Requirements for members registered and/or volunteering with Swim Alberta according to the Swim Alberta Screening Policy. Lead the development, execution, and reporting of the Annual Membership Survey. Implement findings from the Annual Membership Survey to improve communication, processes, and resources for club affiliation, swimmer registration, and coach compliance. Coordinate and process insurance requests made by Swim Alberta affiliated clubs. Develop and publish a membership master calendar annually, highlighting important dates and deadlines. Maintain master tracking documents for membership (affiliation, swimmer registration, coach compliance). Create and maintain a database of communications and materials for new users (e.g., registrars). Provide webinars, resources, and training for new users, registrars, and coaches. Review and update all relevant policies related to membership services. Other duties as required. Safe and Welcoming Environment: Foster a culture of inclusion and respect, ensuring that all programs and environments are safe and welcoming for swimmers, coaches, and other stakeholders. Promote and implement Swim Alberta’s Safe Sport initiatives and policies, ensuring compliance with standards for athlete protection and wellbeing. Working Conditions: Remote or hybrid office‑based, with occasional travel to Swim Alberta Edmonton office, events, and meetings. This is a permanent full‑time position (40 hours/week), where some occasional work beyond normal work hours will be required. Some weekend and evening work may be required for events or high‑priority meetings. Qualifications and Experience: 3‑5 years of relevant business/sport administration related experience A results‑focused and self‑managing person, with a high degree of resourcefulness, adaptability and flexibility to changing priorities and conditions Strong organization and attention to details skills Excellent communication and interpersonal skills Strong technical proficiency and adaptability to new software systems, with prior experience using membership or athlete registration platforms considered an asset Well versed with MS office suite (Word, Excel, PowerPoint, Outlook) Previous experience with Canva, Hootsuite, and social media platforms preferred A passion for sport, with knowledge/involvement in sport at any level considered an asset Salary Expectations: The salary range for this position is $40,000-50,000 Submission: Please submit your resume and cover letter to Cathy Tong at ctong@swimalberta.ca . This posting will close on January 26th, 2026. We thank all applicants for their interest but only those selected for an interview will be contacted. #J-18808-Ljbffr