Job Opportunity

Valley United Soccer

Part-Time Administrator

Job Description

Background

Valley United Soccer Club (VU) was founded in 1994 as the first Tier I club in the Valley region.  The club has grown through the years and now offers a variety of leagues and player development programs are offered to meet all levels of ability and interest, from recreational to high performance. The club is working to be a leader in club licensing within the province.

It is governed by a volunteer board of directors and supported by a network of volunteers to deliver its programs.

VU requires a part-time Administrator with a background in operations and finance within a varied and energetic organization.

Overview of Responsibilities

The position is responsible for the club’s day to day operations, which include management of the registration system for players and teams, all banking activities including deposits for collection of fees for summer and winter seasons, technical programs and tryouts as well as payments to suppliers, and communicating with parents for any questions and issues during registration.

Position Summary

The Administrator reports to the Valley United President and works closely the Technical Director and the Valley United Board Treasurer.

The Administrator oversees:

• Summer student(s) hired as administration assistants
• Team Managers in relation to registration of players

The Administrator liaises with:

• Valley United Soccer Club Player and Parent Community
• Valley District Soccer Association (VDSA)
• Nova Scotia Soccer League (NSSL)
• The Credit Union facility Administrator
• Community partners and stakeholders

 Strategic Priorities:

The organization of the club operations to allow transparency in all financial transactions for audit purposes and the implementation of processes and guidelines to allow coaches, managers, players and parents to communicate with the club administration and access club information effectively.

Competencies & Skills Required

1. A background in the daily operations of a multi-faceted organization.
2. Experience in accounts receivable and accounts payable and a clear understanding of cash basis accounting.
3. A proven track record responding to questions and issues from customers and communicating resolutions and giving direction to resolve issues.
4. An ability to think and plan effectively to provide guidance to customers and colleagues.
5. Strong verbal and written communication skills and an ability to effectively convey information to parents, managers, coaches and Board members.
6. A team player with proven excellence in work habits and an ability to operate harmoniously as part of an integrated multi-functional management team.

Knowledge and Experience

1. Experience in a multi-faceted working environment.
2. Knowledge of cash basis accounting and accounting basics.
3. Experience working within computer systems and reporting from them.
4. An understanding of volunteer organizations and the communication requirements.
5. Experience directly managing and handling banking transactions.
6. Experience working with a volunteer Board of Directors.
7. An understanding of budget preparation and cost management.

Duties and Responsibilities

1. Summer / Winter Season Play
   1. Setup registration in the system as directed by Soccer Nova Scotia for tryouts and season play (summer & winter) for players, coaches, managers and teams.
   2. Communicate with required soccer leagues and teams for all game changes and reschedules.
   3. Coordinate tryouts with the Technical Director and oversee registrations, fee collections and attendee
   4. Manage all questions, requests and issues related to registrations from parents, coaches and managers.
   5. As requested, coordinate funding for Wellness, KidsSport and Jump Start.
   6. Email from the registration system all information for registration, tryouts and technical programs.
   7. Prepare with the Technical Director and submit summer student grants to the Provincial and Federal governments.

         

2. Communications
   1. Communicate with Soccer Nova Scotia and the associated leagues on any administrative issues and questions and forward any information to the necessary parties.
   2. Provide guidance and direction to the team managers.

3. Financial
   1. Manage the collection of all registration fees through the club’s banking institution and ensure they are posted to the registration system if not automatically recorded, e.g. e-transfer payments.
   2. Initiate payments for all club activities through electronic banking or issuing cheques.
   3. Submit payroll requirements to the VDSA Administrator
   4. Provide bookkeeping information to the Treasurer for positing to the club’s accounting system.
   5. Work with the Treasurer to prepare the annual budget.
   6. Work with the Treasurer to provide all necessary information for the club’s bookkeeper and accountants.

4. Member Relation  -Maintain a strong customer-focused approach to working with the Club’s membership, ensuring effective communication with parents, players, team coaches and other club stakeholders;

5. Other -Complete other (ad-hoc) tasks that would reasonably fall into the Administrator portfolio, as directed by the Treasurer or President.

 Working Conditions

The position is primarily a work from home position. Access to a computer and printer is essential. Occasionally the Administrator would be required at meetings and would receive travel allowance for attending meetings outside the club area of operations.

The position is part time with varying hours of work dependent on the club’s requirements.  As part of the senior management team, the Administrator is expected to allocate their time according to the needs of the club.

The Administrator is expected to optimize their time in and outside of the office to be of maximum benefit to the club stakeholders; specifically, some work in the evenings and on weekends is to be anticipated.

The Administrator may be expected to provide some of the services at locations within the area of operations of the club for events such as tournaments and registrations.

The Administrator must be eligible to work in Canada and have a current Criminal Background Check completed in Canada.

All applications and resumes should be submitted no later than August 31, 2024 to the President of Valley United, Troy Lenihan at troy.lenihan78@gmail.com with a cc. to the Treasurer, David Crabb at crabbd66@gmail.com