WHS Administrative Coordinator Position



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.


  • 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.



  • 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



  • 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


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)