What are the responsibilities and job description for the Golf Administrative Assistant position at Hot Springs Village Property Owners Assoc?
Job Title: Golf Administrative Assistant
Department: Golf
Reports To: Golf Director
FLSA Status: Non-exempt
Pay Grade: 6
Approved By: Director of Golf
Revised Date: 10-1-26
SUMMARY
Provides advanced operational systems, financial, and administrative support for the Director of Golf. This role will work closely with POA departments as needed to ensure golf operations and support functions are accurately configured, documented, and maintained.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
1. Administer NorthStar golf management system functions that support daily golf operations, including backend course setup, tee sheet and course configuration, booking rules, rate tables, restrictions, player categories, and other authorized system modifications.
2. Develop, maintain, and distribute NorthStar reports and other operational reporting used to evaluate rounds, utilization, revenue, pricing, programs, and department performance.
3. Manage, track, and coordinate all Golf Department NorthStar support tickets. Work with NorthStar and internal staff to document issues, test corrections, escalate unresolved items, and communicate system changes or resolutions.
4. Maintain approved golf pricing, fees, discounts, and related configurations within NorthStar and applicable point-of-sale systems.
5. Coordinate with Accounting and Information Technology to ensure golf revenues, expenses, fees, discounts, and other transactions are routed to the appropriate accounts and reporting categories.
6. Track and manage Golf Department expense processes, including purchase orders, purchase authorizations, invoices, supporting documentation, account coding, and coordination with Accounting and Purchasing.
7. Perform as redundant for package processes.
8. Assist with Board of Directors and Golf Committee presentations by compiling data, preparing presentation materials, developing supporting documentation, and coordinating requested follow-up information.
9. Assist with RFQ fund requests, capital or operating funding documentation, project justification, cost information, and other materials requested by the Director of Golf.
10. Prepare or assist with reports, letters, member communications, vendor correspondence, and other correspondence at the request of the Director of Golf.
11. Provide operational support for POA golf tournaments, golf packages, member programs, and special events when system setup, payment processing, reporting, or interdepartmental coordination is required.
EDUCATION and/or EXPERIENCE
High school diploma or equivalent required. Associate degree or additional education in business administration, information systems, finance, hospitality, or a related field is preferred.
TECHNOLOGY AND SYSTEMS SKILLS
Strong computer and software skills are required, including the ability to learn and administer business applications, reporting tools, point-of-sale systems, and support-ticket processes. Proficiency with Microsoft Word, Excel, PowerPoint, and related office applications is expected. The position must be comfortable working with system configuration, data validation, software testing, troubleshooting, and vendor support.
LANGUAGE SKILLS
Ability to prepare clear and professional correspondence, reports, procedures, standard operating procedures, presentation materials, and other business documents. Ability to communicate effectively with members, employees, vendors, department leadership, committees, and the Board of Directors.
MATHEMATICAL SKILLS
Ability to work accurately with pricing, fees, percentages, revenue and expense data, account coding, reconciliations, budgets, and operational reports. Ability to identify discrepancies and summarize financial or performance information for management review.
REASONING ABILITY
Ability to analyze operational and software issues, troubleshoot problems, interpret policies and procedures, manage multiple priorities, and coordinate solutions across departments and vendors. Must exercise sound judgment and maintain accuracy when making system, pricing, or process changes.
PHYSICAL DEMANDS
This position frequently requires sitting, using hands for computer and office work, and speaking or hearing. The employee may occasionally stand, walk, reach with hands and arms, and lift or move up to 25 pounds. Reasonable accommodations may be made for qualified individuals with disabilities.
WORK ENVIRONMENT
Work is primarily performed in an office or golf operations environment with occasional exposure to outdoor weather conditions. The noise level is generally quiet to moderate. The position may require travel between POA golf facilities and other work locations.