WHS Administrative Coordinator Position

INDEPENDENT CONTRACTOR POSTING

Title: Administrative Coordinator
Website link

Description: The Administrator is a paid, hourly, part-time, independent contractor position with West Hill Softball (WHS) and will work closely with and is accountable to the WHS President & Board members. The Administrator will help facilitate the smooth operation of the organization throughout the year, including communication, registration, facility bookings, tournaments and meetings.

Position:

• The position is Calgary based.
• Hourly rate of $25.00 per hour. Payment terms are monthly -Net terms 30 days.
• Hours will vary between 5 to 20 hours a week with peak periods being January through May.
  • Guaranteed minimum of five (5) hours per week with the exception of summer months (July and August).
  • Time above 20 hours will be discussed with the President or Treasurer prior to completion of the work.
• There will be weeks during peak periods where tasks will need to be addressed on weekends with flexibility as to when during the day.
• During times when holidays are taken; your regular weekly hours will not be billed or paid out.
• Personal computer with Microsoft Office and access to Team Snap is required.
• Employment dependent on passing a police check and completing the Respect in Sport for Leaders
• Benefits: Your children(s) will be eligible for a $75 discount for player season fees.
• Minimum 2 months’ notice for resignation required.

Responsibilities:

• Registration activities (set-up forms, answer questions, roster creations, data entry, apply fees and refunds to participants, tournament registrations, etc.)
• Communications (emails to participants, website updates, newsletters, WHS events, preseason meeting invites, google surveys, etc.)
• Offseason Clinic & Spring Evaluation support (general logistics, create volunteer sign-up forms, etc.)
• Board Activities (prepare agenda, calendar invites, and secretary role at board meetings once a month & AGM, maintain action register)
• Field & Gym Coordination (secure diamond and indoor gym bookings with city / facilities, coordinate field schedules with Calgary Minor, ensure permits are available)
• Other administrative tasks as assigned

Skills:

• Experience working with the public and has an approachable demeanor
• Action-Oriented - You recognize and assume responsibility for the work that needs to be done
• Comfortable working with technology, including MS Word, MS Excel, Google Suite of Products
• Experience in minute taking, word processing, coordination, and administration is an asset
• Great communication, organization, and prioritization skills
• Enthusiastic demeanor, flexible and adaptable attitude
• Knowledge and skills in board governance, admin, finance and area planning is an asset
• Prior experience with non-profits or other boards of directors is an asset
• Flexible schedule during the day / week
• Softball coaching experience is not required

APPLICATION:

If you are interested in this position and have the required qualifications, please send your resume to info@westhillsoftball.ca.
Deadline is December 5, 2023.

Thank you,
Brian Antaya (President) & Rachel Sawyer (Registrar)