Admininistrative Assistant for Youth Sports

POSITION SUMMARY: 

The Administrative Assistant for Youth Sports supports the daily operations of YMCA sports programs by providing essential administrative, communication, and customer service support. This full-time, entry-level role helps ensure smooth program delivery by coordinating communication with families and volunteers, maintaining accurate program records, assisting with scheduling and team logistics, and supporting marketing and branding efforts. The position also manages volunteer coordination, applicant processing, and compliance tasks while assisting with payments, reporting, and general program administration. Through strong organization and clear communication, the assistant contributes to a positive experience for participants and supports the overall success of YMCA sports programming. 

ESSENTIAL FUNCTIONS: 

Communication & Marketing Support 

• Communicates with parents, participants, coaches, and volunteers regarding registrations, schedules, and program updates. 
• Ensures timely and accurate communication for the website, Facebook, Twitter, and branch staff. 
• Maintains clear, consistent communication and marketing for the Competitive Soccer program. 
• Works with the Marketing Department to ensure proper branding of all communications. 
• Assists with marketing efforts to increase awareness and participation in competitive sports programming. 
• Utilizes Player Space and other communication platforms to support sports programs. 

Administrative & Program Operations 

• Manages waitlists for all youth sports leagues. 
• Completes product setup for sports programs in a timely manner. 
• Runs reports for tax receipt requests and league information. 
• Adds or removes players from teams as needed. 
• Collects payments and processes refunds for sports programs. 
• Provides administrative support to the Welcome Center related to sports and volunteers. 
• Maintains required program records for YMCA and state/national sports associations. 
• Attends required trainings, meetings, and Personify trainings to maintain job knowledge. 

Volunteer & Staff Coordination 

• Coordinates all volunteers through Volunteer Matters. 
• Provides resources and manuals for coaches and staff. 
• Assists with volunteer and staff trainings for the sports department. 
• Assists with managing applicants through the YMCA Applicant Tracking System (KENY). 
• Coordinates interview schedules and conducts reference checks. 
• Ensures compliance with new-hire processes and maintains required certifications and records. 

Scheduling & Program Logistics 

• Assists with team formation, team scheduling, and facility scheduling for competitive sports programming. 
• Maintains communication with coaches, parents, and facilities regarding competitive sports logistics. 
• Supports equipment inventory and maintenance. 

Relationship Building & Community Engagement 

• Models strong relationship-building skills in all interactions. 
• Develops and maintains collaborative relationships with community organizations. 
• Maintains clear and concise communication within areas of responsibility. 
• Performs other duties as assigned by the supervisor. 

QUALIFICATIONS: 

• High School Diploma or GED required and 1-2 years of related experience.  
• Passion for building community and fostering meaningful relationships through programs and services. 
• Experience supporting program delivery and staff development in a team-based environment. 
• Ability to coordinate staff, programs, and schedules effectively in a dynamic setting. 
• Strong communication skills, including written, verbal, and public-facing interactions. 
• Demonstrates initiative, sound judgment, and strong organizational and time-management skills. 
• Builds inclusive, mission-driven relationships with youth, families, and community members from diverse backgrounds. 
• Bilingual or multilingual skills preferred, but not required. 
   

WORK ENVIRONMENT & PHYSICAL DEMANDS: 

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. 

• Primarily office and program settings with frequent interaction in gyms, classrooms, and outdoor spaces. 
• Moderate noise levels; may be louder during youth or community activities. 
• Regular use of computer, phone, and other office technology. 
• Frequent standing, walking, bending, and reaching; occasional lifting or moving up to 40 lbs. 
• Some work performed outdoors in varying weather conditions. 
• Flexible schedule required — may include early mornings, evenings, weekends. 
• Must be able to provide valid identification for employment eligibility verification.  
• Must possess a valid driver’s license and have access to reliable transportation.  
• A clean driving record is required to meet YMCA insurance standards.  
• Travel between branch and/or site locations, and to off-site meetings and events may be required. 

• This position is 100% in person, with the flexibility to work at various branches and program locations across the YMCA of the Triangle as needed.  

• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. 

Salary & Benefits

This is a full-time exempt position with a salary starting at $15.75/hr commensurate with experience and qualifications. The YMCA of the Triangle offers a generous benefits package including medical, dental and vision insurance; paid time off; an annual YMCA membership; and participation in the YMCA Retirement Fund, including a 12% employer contribution once eligibility requirements are met.