How to be a Great Youth Sports Club Administrator

how to be a youth sports admin

In a youth sports organization, the club’s administrator can be the glue that holds the Board of Directors, staff members, and volunteers together. They perform the day-to-day tasks to assist all club employees and are typically the person behind phone calls and emails between parents, players, and the organization.

Take a look at the key jobs a youth sports club administrator needs to perform to be successful in the role.

Office Tasks

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The club’s administrator is typically charged with completing daily office tasks. This can include record keeping, creating and sending communications, scheduling meetings, answering phone calls, responding to emails, and performing various tasks for staff members as needed.

youth sports club administrator


The organization’s administrator plays a key role in the registration process. they will likely help the coaching director create the registration forms and distribute to current and potential players. The club’s administrator will then be charged with collecting the completed forms and creating athlete files. For organizations who use player evaluation software, the administrator can also enter the athlete information into the application in preparation for tryouts.

Tryouts, Clinics, and Events

The club administrator will help run the registration and player check-in process at team events, including tryouts, clinics, tournaments and seminars.

At tryouts, they will be responsible for greeting players at the registration table, checking them in and assigning them to a group. The administrator will then need to deliver group rosters to each evaluator and staff member who is running a drill.

For teams who use evaluation software, during tryouts the administrator can check-in players through the application, take photos to add to athlete profiles, and get the updated group rosters to staff members in real-time.

During events like tournaments and clinics, the administrator will check-in players and make sure they get the necessary information and materials for the event.

Here are some tips on how to prepare your evaluators.

Keep Track of Athlete Forms

Club administrators are tasked with receiving and organizing athlete forms, including: consent forms, medical histories, emergency contacts and more. He or she should establish a filing system and update athlete profiles in either the club’s system or player evaluation software application. The administrator should ensure the information on each athlete is given to coaches and is easily accessible when needed – especially in case of emergency.

youth sports club administrator

Manage Club Communications

An administrator is usually the voice behind the club’s communications. They may respond to general inquiry messages sent to the club via email or mail. The administrator is also the one who answers the general office phone and routes phone calls. They might also disperse emails between staff members as needed to ensure the right person gets the information.

Click here for tips on how to communicate with parents.

If the club doesn’t have a dedicated marketing or communications officer, the administrator might be responsible for maintaining the club’s website and posting updated content and schedules. They can also be charged with maintaining the club’s social media profiles, posting content as needed to both enhance the club’s brand awareness and get important information out to club members. (These marketing tips for youth sports clubs might help you.) The administrator could also be tasked with creating and sending newsletters to players and parents.

Support Club Events

The club administrator should attend all club events and provide support as needed. This may include welcoming players and parents, passing out materials, setting up and taking down any equipment, helping run concessions or merchandise stands, answering questions from attendees, directing athletes where to go, and performing any other tasks that arise.

Support Board Members, Volunteers, and Staff Members

The administrator is there to support all club staff members as needed. This can include the Board of Directors, paid staff members, and volunteers. Some tasks might include printing forms, updating and distributing schedules, sending communications to parents and players, and more.

Assist with Sponsorships, Fundraisers

Securing sponsorships and fundraising efforts is important to the financial success of a club. The administrator can be asked to help put together sponsorship packets for potential sponsors. They can also be asked to help organize fundraisers. This may include being part of the committee, helping with communication, creating materials, securing a venue, promoting the fundraiser and other tasks as needed.

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Organize and Maintain Schedules

While the coaching director and others will work with the league to create the team schedules, the administrator might be charged with updating the schedules on the club’s website, making changes as needed, sending schedules to parents and players, and communicating any changes.

Attend Meetings

The club’s administrator will attend meetings as requested. This can include Board of Director meetings, team meetings, meetings for specific events (such as tryouts, tournaments and fundraisers), and others as they are scheduled. From time-to-time, they might be asked to take notes and distribute them afterwards.

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