Youth Programs Operations Lead

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

Job summary

Bay FC seeks a Youth Program Administrator in San Jose, CA to manage day-to-day administrative and logistical operations for the youth development program. You will ensure paperwork, scheduling, and travel arrangements are in place so coaches can focus on player development.

Work closely with the Director of Youth Development to build and improve operational systems, policies, and resource planning supporting Bay FC’s youth pathway and program.

Qualifications

• 2+ years of experience in an administrative, operations, or coordinator role
• 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

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
• Coordinate travel logistics for showcases, tournaments, and away matches
• Communicate itineraries and logistics clearly to players, families, and staff
• 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
• 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 as assigned
• 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

Skills

Administrative experience

Operations coordination

Scheduling

Communication

Tools

Scheduling software

Spreadsheet/database tools

Job description

Bay FC seeks a Youth Program Administrator in San Jose, CA to manage day-to-day administrative and logistical operations for the youth development program. You will ensure paperwork, scheduling, and travel arrangements are in place so coaches can focus on player development.

Work closely with the Director of Youth Development to build and improve operational systems, policies, and resource planning supporting Bay FC’s youth pathway and program.