Overview
The Club Coordinator provides administrative, operational, and program support across Club sites. This role supports daily Club operations, special events, fundraising activities, and member management processes, including data entry and reporting within MyClubHub. The Club Coordinator ensures smooth communication between sites, maintains accurate records, and assists staff, members, families, and community partners.
Responsibilities
Administrative & Operational Support
- Provide clerical and administrative support to Club leadership and site teams, including preparing correspondence, reports, and internal communications.
- Maintain organized electronic (Google Drive) and hard‑copy filing systems.
- Support scheduling across sites, including meetings, events, and staff coverage.
- Assist with supply tracking, ordering, and distribution for multiple Club locations.
- Assist with employee orientation, and training programs.
Member Management & MyClubHub Support
- Support member enrollment, attendance tracking, billing, and data accuracy within MyClubHub.
- Maintain organized membership files and records.
- Assist staff with data entry, reporting, and troubleshooting related to member management systems.
Front‑Facing Communication & Customer Service
- Serve as a welcoming point of contact for members, families, volunteers, and visitors across assigned sites.
- Answer, screen, and route phone calls; respond to general inquiries; and support Club‑wide communication.
- Support distribution of mail, messages, and internal communications.
Event & Fundraising Support
- Assist with planning, logistics, and execution of Club events, including family nights, community events, and fundraising activities.
- Coordinate materials, supplies, volunteer communication, and event documentation.
- Support donor stewardship activities as assigned (thank‑you letters, event check‑ins, data entry).
Cross‑Site Coordination
- Serve as a flexible support resource across multiple Club sites based on operational needs.
- Assist with incident/injury reporting and communication to appropriate staff or external partners.
- Maintain a master schedule of Club activities and events and ensure timely dissemination of information.
Other Duties
- Support special projects and organizational initiatives as assigned.
- Perform other related administrative or operational duties as requested.
RELATIONSHIPS
Internal: Daily contact with Club staff, site leadership, and administrative teams to exchange information, coordinate schedules, support operations, and ensure consistent communication across sites.
External: Regular contact with members, families, volunteers, community partners, and vendors to provide information, support events, and assist with problem‑solving.
Qualifications
- High school diploma or equivalent.
- 1-3 years of administrative, customer service, or youth‑serving organization experience.
- Strong communication skills (written, verbal, and interpersonal).
- Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) and comfort learning new systems, including MyClubHub.
- Strong organizational skills and attention to detail.
- Ability to work independently and collaboratively across multiple sites.
- Ability to maintain strict confidentiality.
- Ability to move between indoor/outdoor environments and lift up to 25 lbs as needed.
