Recreational Administrative Assistant

Position Overview

The Recreational Administrative Assistant supports the Recreational Director by managing timelines, communications, documentation, and operational coordination necessary for a successful recreational season. This role ensures that all administrative components of the program run on schedule, are accurately documented, and are communicated clearly to coaches, families, and board members.

Key Responsibilities1\. Seasonal Planning, Timelines \& Deadlines

• Establish and track all deadlines for rosters, coach assignments, uniforms, equipment purchases, and season‑preparation milestones.
• Maintain a master seasonal calendar and keep the Recreational Director on schedule with regular reminders.
• Track start and end dates for all recreational programs and events, including, but not limited to:
• Opening Ceremony
• Closing Ceremony
• Recreational Tournament Dates
• TOPSoccer Program
• Spring Soccer
• Monitor registration windows, advertising periods, uniform ordering deadlines, coaching meeting dates, and season kickoff milestones.

2\. Advertising, Outreach \& Communications Coordination

• Track when seasonal advertising, coach recruitment outreach, and player registration promotions should occur.
• Inform the Recreational Director of upcoming communication needs and coordinate what information must be included in posts, emails, flyers, and signage.
• Coordinate approved announcements and updates with social media contacts regarding registration, coaching needs, and events.
• Create communication processes for coaches, board members, HSC staff, and families in collaboration with the Director.
• Maintain and enforce a consistent communication system for all recreational events.

3\. Coach Management \& Support

• Receive and organize coaching applications or requests for Director approval.
• Track coaching requests and provide regular follow\-up reminders to the Director for pending approvals or responses.
• Attend coaching meetings with the Recreational Director and assist with sign\-in, distribution of materials, and communication of expectations.
• Maintain updated lists of approved coaches, compliance status, and team assignments.

4\. Documentation, Rules \& Organizational Systems

• Maintain and electronically organize all league rules, seasonal rules, policies, and forms for easy access by the Director, coaches, and families.
• Prepare organizational reports, spreadsheets, and planning documents for the Director.
• Maintain working knowledge of GotSport, including messaging, roster creation, and player/team management, to assist the Registrar when needed.

5\. Uniforms \& Equipment

• Coordinate uniform selection with the Recreational Director and process uniform orders with the Treasurer and vendor.
• Track coach practice field requests and provide the Director with scheduling needs.
• Manage equipment inventory and coordinate purchasing of equipment needs with the Recreational Director and Treasurer.

6\. Meetings, Events \& In‑Person Support

• Schedule and organize parent meetings in coordination with the Director.
• Coordinate with designated partners regarding in\-person registration dates and related events.
• Attend and assist with in\-person registration events as needed.

7\. Ongoing Administrative Support

• Send the Director regular reminders regarding deadlines, registration dates, start dates, meetings, and season milestones.
• Maintain accurate, organized digital records for all recreational program operations.
• Support the Director in ensuring compliance with FYSA and HSC policies across all administrative processes.

Qualifications

• Strong attention to detail and organization
• Comfortable with digital platforms (GotSport or similar)
• Clear, professional communication with families, volunteers, and community partners
• Ability to manage deadlines and high\-volume periods
• Experience with sponsorships, vendor coordination, or event management (preferred)
• Understanding of FYSA or youth sports compliance

Time Commitment

• 10 month contract July through May
• Heaviest workload during Fall/Spring pre\-season activities, tryouts, roster, Fall opening/closing day, Fall Tournaments (if applicable).

Reports To

• Recreation Director and Board of Directors

Supervisors

• No direct reports

Pay: $5,000\.00 per year

Work Location: Hybrid remote in Spring Hill, FL 34609