Operations and Administrative Coordinator

Kraft Group LLC; Foxborough (MA); On-site; USD 48,000 - 64,000; Full time

Job summary

Kraft Group LLC is seeking an Operations and Administrative Coordinator to support Revolution Academy camps and programs. You will coordinate camp documentation, participant requirements, and health records, ensuring inspection readiness with Boards of Health.

During non-peak periods, you will assist Revolution Academy Partnerships with coach communications, program documentation, and reports, contributing to overall program delivery and compliance.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• 0-2 years of relevant experience in program administration, operations, youth sports, camps, recreation, or a related environment.
• Strong organizational skills and attention to detail with the ability to maintain accurate records and documentation.
• Ability to coordinate multiple programs, deadlines, regulatory requirements, and administrative priorities within established procedures.
• Strong written and verbal communication skills with the ability to communicate effectively with families, coaches, staff, municipal agencies, and other stakeholders.
• Ability to review documentation for completeness and accuracy and follow up on outstanding requirements.
• Proficiency with Microsoft Office and the ability to learn and effectively use registration, participant-management, and other department systems; experience with Configio or ePACT preferred.
• Ability to prepare accurate reports and provide timely status updates to department leadership.
• Ability to handle confidential and sensitive participant information in accordance with Company policies and applicable requirements.

Responsibilities

• Coordinate Board of Health compliance requirements for assigned Revolution Academy camps, maintaining current plans, policies, permits, documentation, fees, and other required records in accordance with established state and local requirements.
• Serve as an operational liaison with applicable local Boards of Health, coordinating camp dates, permitting requirements, inspections, required documentation, and related communications to maintain camp readiness and compliance.
• Maintain complete and accurate participant health and program records for assigned camps, reviewing required documentation and identifying and resolving missing or incomplete information prior to program start dates.
• Maintain participant information within designated registration and health-management systems, including Configio and ePACT, and coordinate required communications with participants and families regarding health documentation, program requirements, and camp information.
• Coordinate camp-site compliance and inspection readiness, including required documentation, infirmary preparation, and on-site support during Board of Health inspections, in accordance with applicable requirements and department procedures.
• Provide Health Care Supervisor coverage when assigned and qualified, ensuring applicable health and safety requirements and established Academy procedures are followed.
• Coordinate part-time coach scheduling and program assignments for designated Revolution Academy camps, training programs, and partnership programs, maintaining accurate staffing schedules and communicating assignments, schedule changes, and program requirements to coaches and appropriate Academy staff.
• Provide administrative and operational support to Revolution Academy Partnerships outside of peak camp periods, including program documentation, data collection, communications, and recurring reports.
• Maintain timely and accurate communication with Academy leadership and relevant internal and external stakeholders regarding camp compliance, program readiness, staffing needs, outstanding requirements, and assigned operational priorities.
• Special projects and assignments as business dictates.
• Responsible for the maintenance, creation and control of all personally identifiable information or any other information protected by any Confidentiality or Privacy Standards or Company Policies that you have access or knowledge of, including but not limited to any state or federal regulations including HIPAA.

Skills

Strong organizational skills

Attention to detail

Effective communication

Multitasking/Time management

Confidentiality awareness

Education

Bachelor's degree in business administration, sports management, recreation management, or related field

Tools

Configio

ePACT

Microsoft Office

Job description

Description

SUMMARY

The Operations and Administrative Coordinator supports the administration and operational delivery of Revolution Academy camps and programs, with primary responsibility for coordinating camp documentation, participant requirements, and Board of Health compliance. The Coordinator works with local Boards of Health, Academy staff, participants and families to maintain required records, permits, communications, and inspection readiness for assigned camp locations.

Outside of peak camp periods, the Coordinator provides administrative and operational support to Revolution Academy Partnerships, including coach communications, program documentation, and reporting.

DUTIES AND RESPONSIBILITIES

1. Coordinate Board of Health compliance requirements for assigned Revolution Academy camps, maintaining current plans, policies, permits, documentation, fees, and other required records in accordance with established state and local requirements.
2. Serve as an operational liaison with applicable local Boards of Health, coordinating camp dates, permitting requirements, inspections, required documentation, and related communications to maintain camp readiness and compliance.
3. Maintain complete and accurate participant health and program records for assigned camps, reviewing required documentation and identifying and resolving missing or incomplete information prior to program start dates.
4. Maintain participant information within designated registration and health-management systems, including Configio and ePACT, and coordinate required communications with participants and families regarding health documentation, program requirements, and camp information.
5. Coordinate camp-site compliance and inspection readiness, including required documentation, infirmary preparation, and on-site support during Board of Health inspections, in accordance with applicable requirements and department procedures.
6. Provide Health Care Supervisor coverage when assigned and qualified, ensuring applicable health and safety requirements and established Academy procedures are followed.
7. Coordinate part-time coach scheduling and program assignments for designated Revolution Academy camps, training programs, and partnership programs, maintaining accurate staffing schedules and communicating assignments, schedule changes, and program requirements to coaches and appropriate Academy staff.
8. Provide administrative and operational support to Revolution Academy Partnerships outside of peak camp periods, including program documentation, data collection, communications, and recurring reports.
9. Maintain timely and accurate communication with Academy leadership and relevant internal and external stakeholders regarding camp compliance, program readiness, staffing needs, outstanding requirements, and assigned operational priorities.
10. Special projects and assignments as business dictates.
11. Responsible for the maintenance, creation and control of all personally identifiable information or any other information protected by any Confidentiality or Privacy Standards or Company Policies that you have access or knowledge of, including but not limited to any state or federal regulations including HIPAA.

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.

SKILLS AND QUALIFICATIONS

• Bachelor's degree in business administration, sports management, recreation management, or a related field, or equivalent combination of education and relevant experience.
• 0-2 years of relevant experience in program administration, operations, youth sports, camps, recreation, or a related environment.
• Strong organizational skills and attention to detail with the ability to maintain accurate records and documentation.
• Ability to coordinate multiple programs, deadlines, regulatory requirements, and administrative priorities within established procedures.
• Strong written and verbal communication skills with the ability to communicate effectively with families, coaches, staff, municipal agencies, and other stakeholders.
• Ability to review documentation for completeness and accuracy and follow up on outstanding requirements.
• Proficiency with Microsoft Office and the ability to learn and effectively use registration, participant-management, and other department systems; experience with Configio or ePACT preferred.
• Ability to prepare accurate reports and provide timely status updates to department leadership.
• Ability to handle confidential and sensitive participant information in accordance with Company policies and applicable requirements.

Ability to work effectively in both office and youth sports/camp environments.

• Experience in youth soccer, sports programming, camps, or recreation preferred.

PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel
• The employee frequently is required to talk or hear
• The employee is occasionally required to reach with hands and arms
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

WORK ENVIRONMENT

• Normal office environment
• Outdoor and indoor soccer training fields

CERTIFICATES, LICENSES, REGISTRATIONS

• SafeSport
• Heads Up
• MA BoH requirements

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This company is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.