Youth Programs Operations Coordinator

bay-fc-jobs; San Jose (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Bay FC is seeking a Youth Program Administrator to manage day-to-day operations of our youth development program, ensuring paperwork, scheduling, and travel are seamless for players and families. You will partner with the Director of Youth Development to improve operational systems and drive program efficiency.

The role requires strong organization, communication, and compliance experience, with the ability to travel as needed.

Qualifications

• 2+ years of experience in an administrative, operations, or coordinator role.
• Strong organizational skills with the ability to manage multiple schedules and deadlines.
• 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.

Responsibilities

• 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
• 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.
• Build and maintain training, match timing, and event schedules across youth teams.
• Coordinate field/facility bookings and resolve scheduling conflicts.
• Advise development and drive the execution of program events, showcases, and team activities.
• Create communication protocols and oversee timely and accurate implementation across teams.
• Lead cross-functional planning with coaching, finance, facilities, HR and other departments

Skills

Organization

Communication

Scheduling tools

Detail oriented

Travel ability

English fluency

Tools

Scheduling software

Database/Spreadsheets

Job description

Bay FC is seeking a Youth Program Administrator to manage day-to-day operations of our youth development program, ensuring paperwork, scheduling, and travel are seamless for players and families. You will partner with the Director of Youth Development to improve operational systems and drive program efficiency.

The role requires strong organization, communication, and compliance experience, with the ability to travel as needed.