GTYSC - Club Administrator Job Posting
September 9, 2019

Grimsby Town Youth Soccer Club (GTYSC)


Club Administrator Job Posting


Position:                                  Club Administrator

Reports to:                              Board of Volunteers

Location:                                 Grimsby, ON

Position Post Date:                 September 10, 2019

Application Deadline:              September 24, 2019

Position Start Date:                 January 1, 2020


The Grimsby Town Youth Soccer Club (GTYSC) is accepting applications to fill the role of Club Administrator.  The successful candidate will provide a variety of support services to the 1700+ members of the Club and will professionally represent the GTYSC within the Town of Grimsby and the soccer community.  The GTYSC serves a community of youth players aged U4 to U18 as well as adult players in both a recreational (house league) and competitive play capacity. 



Job Tasks and Responsibilities of the Club Administrator

The GTYSC Administrator performs a wide range of duties including the following:

ü  Addressing inquiries (phone/voicemail/mail/email) in a professional, courteous and timely manner.

ü  Re-directing actions or queries to the appropriate members of the Club.

ü  Providing administrative support to the GTYSC Board of Directors.

ü  Using computer word processing, spreadsheet, and database software to prepare reports, memos and documents.

ü  Maintaining an electronic and hard copy filing system for all Club correspondence and documentation with backup processes in place.

ü  Scheduling, organizing, advertising and running annual registration.

ü  Managing online registration information and payments/refunds.

ü  Registering all players with the Niagara Soccer Association (NSA) and Ontario Soccer via the OSCAR system.

ü  Preparing and submitting player books to the NSA as per published deadlines.

ü  Providing registration information to division Convenors in a timely manner.

ü  Using computer software to prepare invoices, cheques and financial statements/reports.

ü  Liaison and point of contact for annual accounting audit.

ü  Processing accounts payable/receivable, bank reconciliations and deposits ensuring timeliness and accuracy of information.

ü  Recording all invoices, cheques, receipts and transfers in accounting software. 

ü  Initiating, documenting and tracking completion of police record checks (PRCs). 

ü  Maintaining the Club website and calendar, sending club-wide email communications (blasts) and managing social media sites daily ensuring that all are current and accurate.

ü  Acting as the liaison between the Club, associated leagues, Board of Directors, Coaches, Players and Families as the central point of contact for all Club-related information.

ü  Organizing and maintaining multiple schedules for fields, teams, referees, tournaments, etc.

ü  Attending monthly meetings and presenting status updates to the Board of Directors.

ü  Planning and assisting in season end awards celebrations for all divisions.

ü  Scheduling, organizing, advertising the Annual General Meeting.

ü  Annually reviewing the GTYSC Constitution and By-Laws.

ü  Other tasks as necessary.


Education and Experience

·         High school diploma.  Post-secondary education in office management, business or computers is an asset, but is not required.

·         1 – 3 years of experience in an administrative capacity.

·         An interest in/ knowledge of soccer in Grimsby and within the Niagara soccer community.


Key Competencies

·         Computer skills and knowledge of relevant software including MS Office (Word, Excel, Powerpoint, Outlook), Internet, HTML programming, Adobe Acrobat, QuickBooks, e2e’s Ref Centre, OSCAR Registration system, Website and Registration system, social media, etc.

·         Strong interpersonal skills and a professional co-operative manner.  

·         Flexible and adaptable to respond to changing priorities.

·         Self-reliant and organized with good time management skills to assess and address priorities appropriately.

·         Excellent attention to detail and accuracy.

·         Ethical standard of behaviour in alignment with the GTYSC’s values.

·         Constructive working relationship with Club volunteers, officials, players and families.

·         Positive role model in the soccer community.

·         Excellent communication skills – written and verbal.

·         Good decision-making skills and judgement. 

·         Fair-minded and sportsmanlike.  A team player.

·         Availability to work non-standard hours as needed.


To Apply

Please send a cover letter and resume in PDF or Word format to Kim Heersink, GTYSC President at Candidates should indicate education background and relevant experience.  Only those candidates selected for an interview will be contacted.

Closing date to receive applications is by midnight on Tuesday September 24, 2019.



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