WE ARE HIRING
South Jasper Place Minor Baseball Association is looking for
a proven self-starter!
SJP Administrator Job Description
Overview
Reporting to the President, the SJP Administrator is responsible for a majority of the day-to-day administrative tasks required by the association throughout the year. Duties will include working with the SJP Executive to ensure the association can operate throughout the year offering baseball camps and teams to the northwest Edmonton area.
The SJP Administrator will work from home between 20-25 hours per week. The incumbent will also be required to attend various SJP events such as registrations, tryouts and regular monthly board meetings.
In order to represent our association and Baseball Alberta, the SJP Administrator must be highly independent and be able to work without direct supervision. The incumbent must also have experience with online registration systems, Microsoft Office, Google Docs, web editing systems and customer service experience.
Responsibilities
Registrations
- Oversee the SJP registration system for registering players for teams and camps.
- Set up new registration forms through RAMP system
- Launch registration forms according to registration timelines
- Monitor and report on registration metrics to the SJP Executive
- Monitor camp and player registrations for potential issues
- Work with SJP members to answer any questions or concerns regarding registration and the RAMP registration system
- Ensure payment amounts are correct, monitor recurring payments, accept and process payments via cheque and/or cash
- Process cancellation requests and refunds when necessary
- Assist with third-party funding when required (ie: KidSport)
- Schedule and attend in-person registration dates (1-2 per year)
- Attend the first day of Rep tryouts (per division) to assist with the registration of any drop in / late participants
- Provide coaches and camp leaders with player lists / rosters
- Submit Rep team registrations to Baseball Alberta as per deadlines
- Submit Rep and House league rosters to Baseball Alberta as per deadlines
- Maintain registration reports / data for previous years
Communications and Marketing
- Maintain club email lists
- Send mass emails to association members as needed
- Maintain and update the SJP website
- Maintain and update the SJP Social Media accounts (Facebook and Twitter)
- Communicate updates on Field Conditions during the regular season
- Respond or forward inquiries from the website or social media
- Arrange physical sign marketing for the regular season
Field Allocation / Scheduling
- Work with SJP Technical Director, Coaches and Baseball Alberta to ensure Callingwood fields are booked and allocated as needed to all teams and programs
- Coordinate with SJP teams and Baseball Alberta to coordinate field bookings for league games, practices and/or special events
- Maintain a publicly accessible calendar that shows field bookings
- Resolve any field booking conflicts
- Maintain booking schedule for Callingwood batting cages
- Work and secure contracts with City of Edmonton to book city facilities (fields, gyms)
- Allocate City of Edmonton fields/facilities to SJP teams and programs
- Ensure City of Edmonton invoices are sent to SJP Treasurer for processing and payment
- Create and supply invoices for Callingwood Field Rentals and ensure payment is collected by Treasurer.
Grant Writing / Submission
- Draft and submit grant applications to the appropriate organizations as per requirements and deadlines
- Maintain a historical file of grant applications and awards
General Administration / Other duties as required
- Distribute and collect yearly feedback surveys
- Maintain SJPMBA records and documents
- Collect and distribute mail
- Monitor coaching requirements for SJP coaches and alert coaches if needed
- Create initial season Umpire scheduling system for Ump Coordinator
To Apply:
Please send a Cover Letter and Resume to:
president@sjpbaseball.ca
Application Deadline is January 15, 2021
