Part Time Administrative Assistant

Position Overview The Administrative Assistant provides essential administrative and operational support to the Board of Directors and Head Coach, serving a membership of up to 300 athletes. This role is central to ensuring effective communication, organization, compliance, and event coordination across all areas of the club. Key Responsibilities Membership \& Registration ● Manage athlete registration processes for up to 300 members ● Maintain accurate team rosters and member records within the club’s registration platform (SportsEngine) ● Oversee registration setup, including dates, fees, and deadlines ● Coordinate USA swimming registration progress for the club, athletes, officials, and coaches ● Provide administrative support and answer questions from club families Communications \& Club Administration ● Maintain and update club social media channels ● Publish and maintain the club calendar of events and meeting agendas ● Create and administer Board\-directed surveys ● Serve as point of contact for the hospitality committee ● Attend all board meetings and prepare administrative updates Program \& Compliance Support ● Support \& manage USA Swimming National Club Excellence \& Club Recognition programs ● Provide coaching staff with USA Swimming IMX/IMR recognition information ● Ensure insurance policies are current and properly maintained ● Maintain accurate and up\-to\-date club records and documentation Facilities \& Scheduling ● Coordinate pool reservations and facility scheduling in partnership with the Head Coach ● Arrange dryland training spaces by training group Reserve meeting space for Board and parent meetings Meet \& Event Administration ● Coordinate and manage volunteer assignments for home meets ● Oversee meet setup and maintain meet setup/shutdown procedures and checklists ● Order and manage awards and ribbons ● Track volunteer hours and determine end\-of\-season billing for unfulfilled requirements ● Schedule and coordinate end\-of\-year banquets and recognition events Financial \& Reporting Support ● Assist in verifying monthly billing accuracy in coordination with the Treasurer. ● Manage raffle and gaming permit administration Qualifications ● Strong organizational and administrative skills with attention to detail ● Experience managing calendars, records, and communications ● Comfort working with spreadsheets, databases, and registration systems ● Ability to multitask and meet deadlines in a dynamic environment ● Professional communication skills with parents, athletes, coaches, and Board members Preferred Qualifications ● Experience working with youth sports organizations or nonprofit operations ● Familiarity with USA Swimming club operations and recognition programs ● Experience coordinating events, volunteers, or team logistics Availability ● Up to 20 hours per week with a flexible schedule ● Availability for occasional evenings and weekends for meetings and swim meets Compensation This is a part\-time, hourly position. Compensation is commensurate with experience and qualifications. Pay: $20\.00 \- $22\.00 per hour Work Location: Hybrid remote in West Fargo, ND 58078