Youth Program Administrator

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: The anticipated salary 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. Background Bay FC is the first NWSL team in the Bay Area. Co-founded by four U.S. Women’s National Team legends—Brandi Chastain, Aly Wagner, Danielle Slaton, and Leslie Osborne—in partnership with global investment firm Sixth Street, Bay FC is changing the face of women’s soccer as we know it. Beginning play in the 2024 season, we are building a squad that will play the beautiful game with power, passion, energy, and creativity. Bay FC is a team that defies convention and transcends culture. We are proud to represent the Bay Area with its tapestry of different ethnicities, languages, climates, and ideas. Our team will be a uniting force, building a culture of belonging and shared pride. We will become a beacon of hope and connection, welcoming and embracing all fans. Our stadium will be a home for people of all backgrounds and identities. We will be the bridge that unites the Bay’s diverse communities. Through our actions and our love of the game, we will inspire and improve the lives of others. While our community is our foundation, our love of football is our reason for being. We have the fire to be the best, and we will show up on the field every day with intensity, competitiveness, passion, and a drive to win.