Operations & Team Administrator - Youth Sports (Part-Time)

Job Description

Job Description

Operations & Team Administrator

Gig Harbor Canoe & Kayak Racing Team (GHCKRT)
Location: Gig Harbor, WA / Primarily Remote
Employment Type: Part-Time, W-2
Hours: Approximately 10–15 hours per week
Compensation: $22.00 per hour
Schedule: Flexible, with availability for communications during normal business hours

About GHCKRT

Gig Harbor Canoe & Kayak Racing Team (GHCKRT) is a nonprofit youth sports organization dedicated to developing athletes through the Olympic sport of sprint canoe and kayak racing.

For more than 26 years, GHCKRT has introduced young athletes to paddlesports while developing competitors at the local, regional, national, and international levels. The team has won 12 National Championships and continues to build programs designed to grow participation in canoe and kayak racing throughout our community.

We are looking for a highly organized, dependable, and self-directed Operations & Team Administrator to manage the day-to-day administrative functions that keep our athletes, coaches, parents, and programs running smoothly.

About the Position

This is not a traditional administrative assistant position.

The Operations & Team Administrator will have significant independence and ownership over GHCKRT's administrative operations. We are looking for someone who can recognize what needs to be done, establish systems, communicate effectively, solve routine problems independently, and make sure important details don't fall through the cracks.

The position averages approximately 10–15 hours per week and is primarily remote. Hours may increase during particularly busy periods, especially during September registration.

The administrator may generally set their own working hours but must be reasonably available for communication with parents, coaches, and leadership during normal business hours.

Key Responsibilities

Coach Scheduling & Operations

Take full ownership of scheduling GHCKRT's coaching staff for practices and programs.

The administrator will have the authority to create and manage coach schedules, resolve scheduling conflicts, arrange coverage when needed, communicate schedules to coaches, and make routine scheduling decisions without requiring approval from leadership.

Maintain the team's master calendars and ensure coaches and appropriate staff are informed of schedule changes.

Parent & Team Communication

Serve as the primary administrative point of contact for GHCKRT parents and families .

Prepare and send team-wide emails, registration information, reminders, schedule updates, weather-related communications, event information, and other administrative notices.

Respond to routine parent questions and concerns in a timely and professional manner and determine when an issue should be escalated to a coach, Head Coach, Board President, or other appropriate leader.

Communicate through email and text as appropriate while maintaining professional boundaries and GHCKRT's youth-safety communication policies.

Athlete Registration & Records

Manage GHCKRT's athlete registration process and online registration portal.

Monitor registrations and promptly communicate new athlete registrations and relevant information to coaches.

Maintain accurate athlete rosters, membership records, waivers, and other required documentation.

Track administrative requirements related to USA Canoe/Kayak participation, SafeSport, background checks, and other applicable athlete or staff compliance requirements.

Assist with registration and administrative coordination for summer camps, tryouts, team programs, and other GHCKRT activities.

Regatta Administration & Budgeting

Develop and maintain budgets for GHCKRT regattas and competitions in coordination with coaches and team leadership.

Monitor event expenses and maintain accurate financial records.

Process and track approved reimbursements.

Reconcile expenses following events and provide clear budget-versus-actual reporting to leadership and the Treasurer.

Manage the administrative side of regatta registration and ensure coaches know which athletes have registered.

This position is not responsible for booking team hotels or travel arrangements or paying regatta entry fees.

Coach Timecards & Payroll Coordination

Coordinate coach timecards and payroll information.

Review submitted timecards for completeness and accuracy and perform quality assurance before payroll information is submitted.

Identify missing hours, unusual entries, discrepancies, or incomplete information and work directly with coaches to resolve issues.

Coordinate finalized payroll information with GHCKRT's accountant and Treasurer and help ensure payroll deadlines are consistently met.

Administrative Systems

Maintain organized electronic records, spreadsheets, calendars, rosters, financial information, and other administrative documents.

Look for opportunities to simplify and improve GHCKRT's administrative processes.

Create systems that make information easy for coaches and leadership to access and reduce unnecessary administrative work.

What We're Looking For

Above everything else, you must be exceptionally organized.

This position involves managing many small but important details at the same time. The right person enjoys creating order, keeping accurate records, meeting deadlines, following up with people, and making sure tasks are completed without needing repeated reminders.

The ideal candidate will also have:

• Excellent written and verbal communication skills
• Strong attention to detail
• Ability to work independently with minimal supervision
• Confidence making routine administrative decisions
• Strong problem-solving and follow-through skills
• Experience managing calendars and staff schedules
• Comfort communicating with parents, coaches, accountants, and organizational leadership
• Experience with budgeting, bookkeeping, expense tracking, or financial administration
• Experience with nonprofit organizations, youth sports, athletics, or similar organizations preferred
• Ability to maintain confidentiality when handling employee, athlete, financial, and organizational information

Required Technology Skills

Candidates must be comfortable using:

• Google Sheets
• Microsoft Excel
• Microsoft Word
• Email
• Text messaging
• QuickBooks

Candidates should also be comfortable learning new registration, scheduling, payroll, and communication platforms as needed.

What Success Looks Like

A successful GHCKRT Operations & Team Administrator creates an environment where the administrative side of the organization simply works.

Parents know where to go when they have questions. Coaches know when and where they are working. New registrations quickly reach the appropriate coaches. Timecards are accurate before reaching payroll. Reimbursements don't sit unanswered. Regatta expenses are reconciled. Required athlete and coach documentation stays current. Emails and reminders go out before people have to ask for them.

Most importantly, GHCKRT leadership should be able to trust that administrative responsibilities are being handled without having to manage the administrator's daily workload.

Schedule & Work Environment

This is a part-time W-2 position averaging approximately 10–15 hours per week .

The position is primarily remote, although occasional in-person work in Gig Harbor may be necessary. A hybrid arrangement is also possible.

The administrator will generally have flexibility to determine when work is completed but must maintain reasonable availability for parent, coach, and leadership communications during normal business hours.

Some periods of the year will be busier than others. Candidates should expect increased hours and workload around annual team registration, particularly during September.

Compensation

$22.00 per hour
Part-time W-2 employee
Approximately 10–15 hours per week

Why Join GHCKRT?

This is an opportunity to play an important role in a growing youth sports organization with a long history of developing athletes.

Rather than simply completing assigned administrative tasks, you'll have the opportunity to take ownership of the systems that support the organization and help make GHCKRT easier to operate as it continues to grow.

If you're highly organized, enjoy building efficient systems, communicate well with families and staff, and like being trusted to manage your responsibilities independently, we'd like to hear from you.

To Apply

Please submit your resume along with a brief introduction describing your experience with administration, scheduling, parent/customer communication, budgeting or bookkeeping, and why you believe you would be a good fit for GHCKRT.