The Rotary Club of Dallas Club Administrator

THE ROTARY CLUB OF DALLAS CLUB ADMINISTRATOR JOB

DESCRIPTION

February 15, 2026

About the Rotary Club of Dallas

Founded over 110 years ago, the Rotary Club of Dallas is the first Rotary Club in Texas and part of Rotary International’s global network of service-minded leaders. With approximately 145 members from diverse professional backgrounds, the Club is committed to “Service Above Self” and delivers multiple community-impact projects each year, including but not limited to:

• Teacher of the Year Awards, honoring outstanding DISD educators
• Salute to America’s Veterans, benefiting the USO and the George W. Bush Institute
• Annual Bike Rodeo & Safety Fair with Scottish Rite Hospital, providing free bicycles, helmets, and safety education
• Annual Charity Golf Tournament, raising funds for the Dallas Police Department

JOB DESCRIPTION

The Rotary Club of Dallas seeks a part-time, salaried Club Administrator (approx. 20 hours/week) to manage the Club’s administrative, operational, and communication functions. This hybrid role includes remote work with required attendance at weekly Wednesday meetings and major annual events that are set according to an annual calendar.

The Club Administrator will manage, with direction and oversight, the administrative and clerical operations for the Club. The position reports to the Club’s President, who is responsible for supervising the position as well as the Dallas Rotary Club Foundation Chair. The Club

Administrator also receives guidance from the Club’s Board of Directors, Rotary

District 5810, and Rotary International.

RESPONSIBILITIES INCLUDE (but are not limited to)

1. Weekly Club Meeting Operations

The Club Administrator is responsible for end-to-end coordination of weekly Wednesday meetings, including:

Pre‑Meeting Preparation

• Update ClubRunner Calendar and Event Details based on the Program Committee spreadsheet.
• Send speaker confirmation emails, request headshot and bio, and update the spreadsheet when sent.
• Confirm Chair of the Day and ensure pledge/invocation participants are arranged.
• Notify Park City Club of attendance counts by Tuesday morning.
• Prepare PowerPoint presentations using the Club template; convert to PDF and email to the President by Monday noon.
• Prepare and print Club Meeting Scripts for the President.
• Set up Square point‑of‑sale items for weekly payments.
• Coordinate Back Page Advertiser reminders and confirm participation.
• Create Facebook Live event for meeting livestream.
• Prepare guest name tags using Avery templates.
• Prepare speaker gifts (certificate in Canva or history book sticker) per President’s direction.
• Ensure meeting materials are ready: Big Check, sympathy cards, RCD flag, etc.

During the Meeting

• Attend and support onsite logistics.
• Manage registration, walk‑ins, and payment processing.
• Capture photos for social media and archival purposes.

Post‑Meeting Tasks

• Scan and submit Park City Club receipts and final registration to accounting.
• Update attendance in ClubRunner.
• Add guests to Constant Contact and ClubRunner Prospects.
• Send guest list to Membership Committee for follow‑up.
• Upload photos to OneDrive and prepare a meeting summary for social media.

2. Board & Committee Support

• Prepare Board Meeting packets, distribute materials, and take minutes.
• Assist committee chairs with document preparation, scheduling, and communication.
• Support major service projects and events, including Veterans Salute, Golf Tournament, Bike Rodeo, and membership recruitment events.

3. Administrative & Operational Management

• Serve as the primary point of contact for public inquiries.
• Maintain and update the Club website (calendar, event pages, announcements).
• Manage inbound communications and publish updates across social media platforms.
• Maintain organized digital files on OneDrive, including meeting photos, templates, and operational documents.

4. Communications & Member Engagement

• Send weekly and event‑specific communications to members.
• Support the Public Relations and Marketing Committee with announcements and updates.
• Ensure consistent branding and timely information across email, website, and social media.

5.• Assist  committees and service projects with documents and circulate various committee reports needed for meetings and service projects.

• Assist with and participate in special events and service projects including the Salute to America’s Veterans, RCD Golf Tournament, Bike Rodeo, and membership recruitment events.

Qualifications

The ideal candidate’s qualifications should include:

·      Strong organizational and project management abilities.

·      Proficiency with:

o  Microsoft Office

o  Google Workspace

o  Square or similar payment platforms

o  Virtual meeting platforms

o  Social media platforms

o  ClubRunner or similar membership/CRM systems (preferred, not required).

·      Experience with nonprofit or volunteer-led organizations (preferred), and able to collaborate with different individuals who have a variety of leadership styles.

·      Being a self-starter who has a passion for service to the community.

·      Ability to prioritize, manage, and oversee the various duties assigned and to take direction from the Board, officers, and committee chairs.

·      Ability to work independently, but with guidance.

Employee must be able to lift 40 lbs.

BENEFITS

• Salary range $25/hour, commensurate with experience.

• Paid federal holidays (or observed).

• Up to 40 hours of Paid time-off each Rotary year, which begins July 1 and

ends June 30.

• Paid time-off between Christmas and New Years of normal salary.

• Twice a year travel for training.

HOW TO APPLY

Please send resume and cover letter to chris@dallasrotary.org

Chris Castle

President, Rotary Club of Dallas