Club Administrator

5 days ago

Richmond Hill, Canada Richmond Hill Aquatic Club Full time

**Club Administrator - Part-Time (Hybrid)**

Richmond Hill, Ontario

The Richmond Hill Aquatic Club (RHAC) is a not-for-profit competitive swim club in the GTA that delivers an innovative, multifaceted and high performance swim program designed to take our athletes from the development to international level. Currently, we provide programming for swimmers from the pre-competitive to Olympic level. Our competitive programs include a comprehensive dryland training program. RHAC has offered competitive swim programming since 1971 and currently has over 130 competitive and pre-competitive swimmers. RHAC has a long history of producing highly competitive athletes and is looking forward to continued growth in numbers and successes.

**Summary**:
RHAC is currently looking for a part-time experienced, organized and committed Club Administrator to join our team. The Club Administrator will report to the Boards of Director and Director of Performance and Coaching. The position is to perform the administrative operations of RHAC and is the main communication link between the Club and members. This individual must possess excellent customer service and communication skills. The majority of the tasks can be performed online at home.

**Responsibilities**:
**Communication**:

- Distribute club communications including social, fundraising and swim meet information to members
- Coordinate and distribute messages from other clubs, swimming associations and other organizations to the Club and the Board of Directors
- Pick up and distribute mail from Club mailbox
- Respond to Club related inquiries, members concerns and registration enquiries while maintaining confidentiality
- Maintain club group social media (i.e. WhatsApp) communication
- Prepare monthly or quarterly club newsletter

**Fundraising and Sponsorship**:

- Organize fundraising events such as swimathon or gala dinner
- Maintaining and communicating with existing sponsors
- Searching for new sponsor opportunities

**Registration**:

- Prepare and send a registration/membership package at the start of the season season and new onboard members mid seasonAssist with setup and monitoring registration and transfers on TeamUnify for all programs (competitive and pre-competitive)
- Maintain master records of all club, coaches and swimmer registrations
- Ensure all swimmers are registered with Swim Ontario throughout the season
- Ensure all coaches are registered with Swim Ontario annually and throughout the season, and have their required qualifications and certifications up to date

**Administrative**:

- Provide administrative support to Board members and coaches as needed
- Assist with permit requests for pool times and meeting facility booking
- Act as the Club Registrar for the relationship with Swim Ontario/Swim Canada
- Attend monthly meetings in person or online with the Director of Performance and Coaching and the Board of Directors
- Attend meetings with City staff or other in-person meetings as required
- Organize training sessions and venues for life guard and other training for swimmers and coaches as required
- Manage Dryland Studio upkeep and supplies, supervise and quality check of cleaning contractor and address members and coaches issues pertaining to the studio
- Assist in award banquet planning, order awards and setup the event

**Swim Meets**:

- Assist with transportation and accommodation for team travel meets
- Liaise with team travel chaperones and prepare, distribute and collect all necessary travel documents for swimmers
- Provide administrative assistance to the Meet Team as necessary, including updating the website with hosted meet information
- Be available to assist at the Club Hosted Meets, if requested

**Qualifications**
- Customer service experience
- Excellent knowledge of keeping and working with confidential/personal information, especially dealing with children
- Detail Oriented
- Excellent oral and written communication and interpersonal skills
- Excellent organizational skills
- Schedule flexibility
- Advanced MS-Office (Word and Excel) skills
- Excellent time management skills; ability to prioritize
- Knowledge of competitive swimming is an asset
- Knowledge of TeamUnify tool is an asset
- Criminal record check is required

**Working Hours**
- Average 15-17 hours per week, typically between 9am-5pm business hours

**Home Office Location**
- Richmond Hill Centennial Community Centre (161 Newkirk Road, Richmond Hill)
- Most of the tasks can be performed online/home (required a secured internet connection at home)

**Salary**
- Salary will be commensurate with qualifications and experience

**Job Type**
- Part-time; Hybrid, a secured home internet connection is required

**Education**
- Secondary School or Higher Education is preferred

**Experience**
- Administrative: Minimum 1 year

**Job Types**: Part-time, Fixed term contract
Contract length: 6 months

Pay: $16.55-$26.43 per hour

Expected hours: 15 - 17 per week

**Education*

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