Club Registrar
Reports To: Director of Soccer Operations
Position Type: Part-Time
Location: Calgary
Position Summary
The Registrar / Administrator is responsible for the day-to-day administration of the soccer club, with a primary focus on player registration, member services, database management, and administrative processes, while supporting marketing and digital communications. Reporting to the Director of Soccer Operations, the Registrar serves as a key point of contact for players, parents, coaches, volunteers, and external stakeholders, helping to ensure a positive member experience and the efficient operation of club programs.
Key Responsibilities:
Registration & Membership Administration
- Manage all player, coach, volunteer, and team registrations.
- Maintain accurate and up-to-date membership records and databases.
- Process registrations, transfers, withdrawals, waitlists, and refunds in accordance with club policies.
- Monitor registration numbers and provide regular reporting and insights to the Director of Soccer Operations.
- Assist families with registration inquiries and troubleshooting.
- Ensure compliance with governing body registration requirements and deadlines.
Member Services & Communication
- Serve as primary contact for general member inquiries (non-technical), and the league.
- Communicate registration information, program details, schedules, and club updates.
- Support onboarding of new players.
- Maintain consistent and professional communication with stakeholders.
Administrative Support
- Provide administrative support to the Director of Soccer Operations and club leadership.
- Prepare correspondence, reports, forms, and meeting materials.
- Assist with scheduling, field coordination, and club logistics as required.
- Maintain digital and physical records in accordance with privacy and record-retention requirements.
- Support club committee and board activities when requested.
Financial Administration
- Process registration payments and assist with fee tracking and reconciliation.
- Support the preparation of registration and membership reports.
- Assist with financial assistance program administration.
- Coordinate with the Director of Soccer Operations and Treasurer on registration-related financial matters.
Marketing & Digital Communications Support
- Support execution of marketing campaigns (led by Director of Soccer Operations).
- Maintain website updates and online content.
- Manage social media postings (Facebook, Instagram, etc.).
- Assist with email communications and registration promotions.
Compliance & Risk Management
- Ensure member information is collected and maintained in compliance with privacy legislation.
- Track and maintain required documentation for coaches and volunteers, including certifications, screening, and background checks.
- Support player eligibility and governing body compliance requirements.
Program & Event Support
- Assist with seasonal program launches, evaluations, and registration campaigns.
- Support tournaments, festivals, meetings, and special events through administrative coordination.
- Help coordinate volunteer assignments and event communications.
Qualifications Education & Experience
- Post-secondary education in business administration, sport management, recreation, or a related field is an asset.
- Minimum 2 years of administrative, customer service, or membership management experience.
- Experience in a non-profit, community sport, or soccer environment is preferred.
Skills & Competencies
- Strong organizational and time-management skills.
- Excellent verbal and written communication abilities.
- High level of attention to detail and accuracy.
- Strong customer service orientation.
- Ability to manage multiple priorities and meet deadlines.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and cloud-based systems.
- Experience with registration or membership management software is an asset.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to work independently while collaborating effectively with staff, volunteers, coaches, and board members.
Working Conditions
- Combination of office, remote, and field-based work.
- Evening and weekend work will be required during peak periods at the start of the seasons, as well as meetings, and events.
- Attendance at Club events, meetings, tournaments, and community functions is required.
Pay: From $30.00 per hour
Work Location: Hybrid remote in Calgary, AB
