Sport Operations Coordinator

Springfield/South County Youth Club; Springfield (VA); On-site; USD 17,000 - 25,000; Part time

Job summary

Springfield/South County Youth Club is seeking a Part-time Sport Operations Coordinator to support front office operations for eight sport programs. You will manage registrations in PlayMetrics, assist with scheduling, rosters, and communications, and provide first-line financial administration and volunteer support.

As part of a two-person team, you will cross-cover duties, engage with commissioners, coaches, and families, and help ensure smooth program delivery across the season.

Qualifications

• Strong organizational skills to manage multiple programs and priorities.
• Excellent customer service with professional communication.
• Comfort learning across systems (PlayMetrics, Microsoft 365, Constant Contact).
• Basic financial literacy and comfort with front-line budgets, expense forms, reconciliation.
• Ability to work occasional evenings or weekends during registration windows.
• Prior youth sports/non-profit front office experience preferred.

Responsibilities

• Serve as the front office point of contact for eight programs; assist commissioners and volunteers with registration, scheduling, and PlayMetrics.
• Set up and manage registrations in PlayMetrics; upload schedules and assist with team rosters.
• Monitor budgets and assist with vendor payments, refunds, and financial workflows.
• Coordinate with other coordinators and the GM/Ops team to ensure cross-coverage and smooth operations.
• Provide front-line support for members: in person, phone, and email; assist with events and communications.

Skills

Organizational skills

Customer service

Systems proficiency

Financial literacy

Evenings/weekends availability

Non-profit/front office experience

Tools

PlayMetrics

Microsoft 365

Constant Contact

Job description

The Sport Operations Coordinator is a part-time, cross-trained front office generalist hired to address front office capacity needs. Each Coordinator is assigned eight of SYC's sixteen programs and serves as the primary point of contact for all front office matters—including registration, scheduling, PlayMetrics administration, coach/referee support, and first-line financial administration.

The two Coordinators work as a single functional team, covering all aspects of front office operations, cross-covering for one another, and sharing club-wide duties as assigned. This role is intentionally generalist: each Coordinator owns the full front office relationship for their assigned programs, building flexible, cross-trained capacity while the club evaluates longer-term staffing needs.

KEY RESPONSIBILITIES

I. Sport Program Ownership & Point of Contact

• Primary Contact: Serve as the designated front office point of contact for eight assigned sport programs—acting as the first line of response for commissioners, deputy commissioners, coaches, and program volunteers.
• Commissioner Support: Provide day-to-day operational support to commissioners and volunteer leadership, assisting with communication, scheduling questions, registration, roster issues, and general problem-solving.
• Escalation Routing: Field member, parent, and volunteer inquiries directly; elevate policy exceptions, disputes, or matters outside defined authority to the Acting General Manager or VP of Operations.
• Consistency Across Programs: Apply front office policies consistently across all assigned programs in line with the club's "one club, equitable support" principle.
• Cross-Coverage: Maintain working familiarity with the other Coordinator's eight assigned programs to provide backup coverage during absences, peak registration periods, or surge demand.

II. Registration & Systems (PlayMetrics)

• Registration Management: Set up and manage seasonal and year-round program registrations in PlayMetrics for assigned programs.
• Scheduling: Compile and upload seasonal game and practice schedules into PlayMetrics; maintain and update schedules as changes occur.
• Team Formation Support: Assist commissioners with team creation and roster configuration in PlayMetrics per commissioner specifications.
• Waitlists & Access: Manage program waitlists and provide PlayMetrics system access to program volunteers as needed.
• Volunteer & Parent Support: Assist volunteers and parents with PlayMetrics questions and general inquiries; issue volunteer credits within assigned programs.
• Data Integrity: Maintain accurate program data in PlayMetrics, including rosters, division assignments, and contact information.

III. Finance & Budget Support

• Budget Monitoring: Monitor sport-level budgets and expenses for assigned programs against the approved plan; flag variances to the Acting General Manager.
• Vendor & Expense Processing: Prepare Vendor Payment Forms and Spend & Expense requests for equipment, supplies, and vendor needs, routing for GM/Ops approval.
• Financial Aid & Refunds: Process financial aid applications and registration refund requests for assigned programs through established workflows.
• Delinquent Accounts: Support tracking of delinquent payments and coordinate enforcement of the suspension policy in coordination with the Acting General Manager.
• Reconciliation Support: Provide program-level registration and participation data to the Accountant and Acting General Manager to support monthly reconciliation and G&A allocation.
• Coach Onboarding Support: Assist commissioners with coach and volunteer onboarding paperwork, system access, and PlayMetrics setup.
• Referee Coordination: Serve as the front office liaison to referee coordinators for assigned programs—supporting scheduling, assignment issues, and payment documentation.
• Background Checks & Training: Assist with background check submissions and monitor Abuse Prevention Training completion for coaches and volunteers each season.
• Compliance Tracking: Maintain and monitor training certification records and background checks for assigned programs, flagging expirations to commissioners.
• Credentialing: Support distribution of Certificates of Insurance (COIs) to venues, vendors, and partners connected to assigned programs.

V. Customer Service & Communications

• Front-Line Support: Greet and assist members with registration and general inquiries for assigned programs in person, by phone, and by email.
• Program Communications: Support newsletter content, program announcements, and PlayMetrics messaging for assigned programs in coordination with the Acting General Manager.
• Member Experience: Serve as a reliable resource for participants and program leadership to ensure operational responsiveness throughout each season.
• Event Support: Assist in planning and executing program-level events, tournaments, tryouts, and season kickoffs for assigned programs.
• Shared Front Office Coverage: Contribute to general front office functions—phone/walk-in coverage, office administration, and surge support as workload requires.
• Team Collaboration: Work collaboratively with the second Sport Operations Coordinator, Administrative Assistant, Accountant, and Acting General Manager.
• Board & Governance Support: Provide administrative support for Board and committee requests related to assigned programs as directed.
• Other Duties: Execute additional duties as assigned in alignment with SYC operational priorities.

QUALIFICATIONS

• Strong organizational skills with the ability to manage multiple concurrent programs and priorities.
• Excellent customer service orientation with clear, professional written and verbal communication.
• Comfort learning and working across systems (PlayMetrics, Microsoft 365, Constant Contact); prior registration-platform or CRM experience preferred.
• Basic financial literacy and comfort working with front-line budgets, expense forms, and reconciliation processes.
• Ability to work occasional evenings or weekends during registration windows, tryouts, and season kickoffs.
• Prior youth sports, non-profit, or membership-organization front office experience preferred.