Sports Administrative Coordinator

The Sports Administrative Coordinator plays a key role in supporting the smooth and efficient operation of the Van Buren Sports Department by providing a wide range of administrative tasks. This position involves managing schedules, recruitment of members to the Van Buren Tigers Sports program, handling correspondence, organizing office activities, and performing general clerical duties. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and interpersonal skills.

Key Responsibilities:

• Office Support and Organization

• • Manage and organize daily office operations to ensure smooth and efficient workflows.
  • Maintain filing systems (both digital and physical) for documents, records, and other important materials.
  • Assist with the coordination in the player certification process of the Van Buren Tigers. (Tackle Football & Cheer and Basketball).
  • Maintain weekly attendance records in MyClubHub for player participation.
  • Assist with recruiting members to the program through phone calls and emails.
  • Handle and prioritize incoming mail, emails, phone calls, and messages.
  • Order office supplies and equipment, maintaining an inventory and ensuring all office needs are met.

• Calendar and Schedule Management

• • Schedule appointments, meetings, and conference calls for executives or other staff members.
  • Prepare and organize meeting agendas, materials, and necessary reports in advance.
  • Reserve meeting rooms and other spaces with the Van Buren Community Center, when needed as well as ensure equipment and supplies are set up for meetings.

• Communication and Correspondence

• • Draft, proofread, and send professional emails, memos, and reports.
  • Serve as a point of contact between participating youth, parents, and volunteers (Coaches, volunteer parents).
  • Prepare and manage internal and external communications, ensuring all correspondence is timely and accurate.
  • Communicate information and updates to participating youth, parents, and volunteers.

• Document Preparation and Record-Keeping

• • Create, format, and edit documents such as presentations, spreadsheets, and reports.
  • Assist in compiling, organizing, and updating data for various departments or teams.
  • Ensure that all confidential information is stored and handled according to company policies.
  • Assist the Athletic Director with coordinating with teams to maintain daily practice and game attendance records in the MyClubHub membership system.

• Event Coordination

• • Assist in planning and coordinating company events, meetings, conferences, and team-building activities.
  • Organize logistics such as catering, transportation, and event registration.

• Administrative Support for Leadership Team

• • Provide administrative assistance to senior leadership, including scheduling meetings, preparing documents, and managing special projects.
  • Take meeting minutes and follow up on action items as needed.

• Customer Service & Client Relations

• • Greet and assist visitors in a professional and friendly manner.
  • Address client inquiries and route them to the appropriate person or department.

• Other Administrative Tasks

• • Assist with payroll processing, invoicing, and basic financial reporting as needed.
  • Assist in maintaining office safety protocols and organizational compliance with relevant policies.

Required Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Previous administrative or office support experience (1-3 years preferred).

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with office equipment (printers, copiers, fax machines).
• Experience with office management software

Core Competencies

• Communication: Strong verbal and written communication skills with a professional demeanor.
• Organization: Exceptional organizational skills with the ability to multitask and prioritize effectively.
• Attention to Detail: High level of accuracy and attention to detail in all tasks and communications.
• Problem-Solving: Ability to address office challenges with a proactive and solutions-oriented approach.
• Confidentiality: Ability to handle sensitive information with discretion and professionalism.
• Interpersonal Skills: Friendly and approachable personality with strong collaboration skills.

BGCSM Cultural Practices

At BGCSM, our 12 Cultural Practices serve as the foundation for how we think, act, and lead every day. These values—including "Learn to Take an L" (Lessons, not losses), "Agile Development," "Take Risks," and "Question Customs and Norms"—encourage continuous growth and fearless innovation. We elevate "Youth Voice & Experience" and embrace the spirit to "Be a Hacker" by finding creative, resourceful solutions. By championing "Authenticity," being "Tech Forward," and committing to "Transparency" and "Excellence or Nothing," we hold ourselves to the highest standards. Finally, we emphasize "Being a Good Partner" and maintaining a "Growth Mindset," ensuring that collaboration and learning remain at the heart of everything we do. We are successful at these practices, which is how we create economic mobility for the youth of Southeastern Michigan.