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Club Coordinator

3 weeks ago

Richmond Hill, Canada Richmond Hill Aquatic Club Full time

**Summary**:
RHAC is currently looking for an experienced, organized and committed Club Coordinator to join our team. The Club Coordinator will report to the Director of Performance and the Board of Directors. 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.

**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

**Registration**:

- Prepare and send a registration/membership package for each season
- Assist with set up and monitoring registration and transfers on TeamUnify for all programs (competitive and pre-competitive)

**Administrative Support**:

- Provide administrative support to Board members and coaches as needed
- Create and maintain practice schedule, in accordance with Director of Coaching and Performance directions and requests
- Allocate pool times for the pre-competitive and competitive groups, in accordance with Director of Coaching and Performance directions and requests
- Assist with permit requests for pool time
- Act as the Club Registrar for the relationship with Swim Ontario and Swim Canada
- Maintain master records of all club, coaches and swimmer registrations
- Ensure all swimmers are registered with Swim Ontario annually and throughout the season
- Ensure all coaches are registered with Swim Ontario annually and throughout the season, and have their required qualifications up to date
- Attend monthly meetings in person with the Director of Performance and Coaching
- Attend meetings with City staff or other in-person meetings as required
- Attend weekly meeting with DoPC
- Organize training sessions and venues for life guard and other training for swimmers and coaches as required

**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 at the Club Hosted Meets, if requested

**Qualifications**:

- Customer service experience
- 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 15-20 hours per week, between 9am-5pm business hours

**Home Office Location**:
Richmond Hill Centennial Community Centre (161 Newkirk Road, Richmond Hill).

**Salary**:
Salary will be commensurate with qualifications and experience.

**Job Type**:Part-time; Hybrid; Contract 9 months with option to be extended

**Pay**: $25.00-$35.00 per hour

**Education**:

- Secondary School or Higher Education is preferred

**Experience**:

- Administrative: 1 year (preferred)

**Job Types**: Part-time, Fixed term contract
Contract length: 9 months

Pay: $25.00-$35.00 per hour

Expected hours: 15 - 20 per week

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: Hybrid remote in Richmond Hill, ON L4C 3G6

Expected start date: 2024-11-01