WHS Community,

With the growth of our organization to almost 450 players annually, we are looking for a new Contract Administrator to support our organization, as we prepare to make the 2025 season our best ever. This role was created to handle the bulk of the administrative tasks within the organization, and will continue to be the only ‘paid’ personnel in the otherwise entirely volunteer-run association. This will allow WHS to enhance our registration and our response times in our communications, while reducing the strain on our existing volunteer Board Members.

This contractor role will be open to anyone interested, with a strong preference for someone within our existing WHS Community. If you are interested in this position and have the required qualifications, please send your resume to info@westhillsoftball.ca.

Job posting will close on October 1, 2024. Interviews and start date will be immediate/ASAP.

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WEST HILL SOFTBALL
INDEPENDENT CONTRACTOR POSTING

Title: Contract Administrator

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 VP Admin & Communication prior to completion of the work.
  • 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 VP Admin & Communication 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. WHS is community based and there will be an expectation that this role engages with our membership at our key events, which does include evenings and weekends

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 TeamSnap 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 1 month 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, social media, for all 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
  • 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, social media, for all 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
  • 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

APPLICATION

If you are interested in this position and have the required qualifications, please send your resume to info@westhillsoftball.ca. Deadline is October 1, 2024

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