Youth Program Administrator

Bay FC; San Jose (CA); On-site; USD 63,000 - 77,000; Full time

Job summary

Bay FC is seeking a Youth Program Administrator to manage day-to-day admin and logistics for our youth development program. You will ensure paperwork, scheduling, and travel for players and families, enabling coaches to focus on player development.

Work closely with the Director of Youth Development to build and improve operational systems, policies, and resource planning that support Bay FC’s pathway. You will help advise on priorities, manage resources, and implement the club’s youth strategy.

Qualifications

• 2+ years in an administrative, operations, or coordinator role.
• Strong organizational skills; ability to manage multiple schedules and deadlines.
• Excellent written and verbal communication skills.
• Proficiency with scheduling and database/spreadsheet tools.
• Ability to travel as required.
• Fluent in English; additional languages are an asset.

Responsibilities

• Establish operational standards, templates, procedures, calendars, and communications protocols across youth teams.
• Design and implement registration, eligibility, medical-clearance, safeguarding, and record-retention workflows.
• Review compliance requirements and identify risk; recommend corrective actions.
• Maintain accurate, up-to-date player records and databases; serve as families point of contact for forms and deadlines.
• Manage travel standards, vendor relationships, budgets, itineraries, and travel execution.
• Coordinate field/facility bookings and resolve scheduling conflicts; drive program events and activities.

Skills

Administrative experience

Organizational skills

Communication skills

Scheduling tools

Travel coordination

Tools

Scheduling software

Database/Spreadsheet tools (Excel)

Job description

Position Summary

The Youth Program Administrator is responsible for the day-to-day administrative and logistical operations that keep Bay FC’s youth development program running smoothly. This role ensures players and families have the paperwork, scheduling, and travel arrangements they need to fully participate, allowing coaches and technical staff to focus on player development.

Working closely with the Director of Youth Development and program staff, the Administrator is responsible for developing, leading and improving the operational systems, policies, and resource planning that supports Bay FC’s youth development pathway. The role helps advise on operational priorities, manage program resources, and make recommendations that deliver on our youth strategy and program.

Responsibilities

Player Management & Compliance

• Establish operational standards, templates, procedures, calendars, and communications protocols across youth teams.
• Design and implementing registration, eligibility, medical-clearance, safeguarding, and record-retention workflows.
• Reviewing and NWSL, US Soccer, Bay Collective, and Club requirements; identifying compliance risks; and recommending corrective action.
• Develop and oversee compliance workflows; audit records; assess and address documentation risks.
• Maintain accurate, up-to-date player records and databases.
• Serve as the point of contact for families regarding required forms and deadlines.
• Manage unusual or escalated family/player issues

Travel Coordination

• Establish travel standards, manage vendor relationships and budget, approve itineraries and oversee travel execution.
• Track and manage travel budget for players including forecasting costs and recommending budget changes.
• Book and manage travel arrangements for players and staff, including flights, ground transportation, and hotel accommodations.
• Coordinate travel logistics for showcases, tournaments, and away matches.
• Communicate itineraries and logistics clearly to players, families, and staff.

Scheduling & Program Operations

• Build and maintain training, matYouth ch, and event schedules across youth teams.
• Coordinate field/facility bookings and resolve scheduling conflicts.
• Advise the development and drive the execution of program events, showcases, and team activities.
• Create communication protocols and oversee timely and accurate implementation across teams.

Collaboration & Communication

• Lead cross-functional planning with coaching, finance, facilities, HR and other departments
• Work closely with coaching staff to align logistics with program needs.
• Act as a liaison between families, players, and Bay FC staff on administrative matters.
• Support the Head of Youth Development with general administrative tasks as needed.

Other Duties

• Other duties as assigned

THE BAY WAY

• Acts with humility and puts the team first, prioritizing tasks and decisions based on team and organizational needs.
• Collaborates across departments to improve workflows, engaging in healthy conflict resolution and supporting teammates through challenges or mistakes.
• Seeks feedback and takes initiative, completing projects independently and asking for help when needed.
• Lives out The Bay Way consistently, demonstrating alignment in day-to-day situations and identifying new opportunities that support the club’s needs.

Qualifications

• 2+ years of experience in an administrative, operations, or coordinator role, preferably in youth sports or athletics
• Strong organizational skills with the ability to manage multiple schedules and deadlines simultaneously
• Excellent written and verbal communication skills
• Proficiency with scheduling and database/spreadsheet tools
• Detail-oriented with strong follow-through on documentation and compliance
• Comfortable working with families, players, and staff in a fast-paced environment
• Ability to travel as required
• Fluent in English; additional languages are an asset

Compensation:

Theanticipatedsalary range for this role starts at $70,000. Starting pay may vary based on a range of factors which can include experience, skills, and scope.

Bay FC is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation, or any other characteristics protected by applicable federal, state or local laws.