Golf Administrator

The Golf Administrator is responsible for the successful operations of all tournaments and functions which are hosted by the Golf department, as well as manage all golf communications in a creative and attentive manner.

The Golf Administrator is as an important Club representative. Reporting to the Director of Golf, this role is responsible for delivering a professional, organized, and seamless experience to the Members and guests at Southern Hills Country Club.

The Golf Administrator will plan, coordinate and execute the various golf tournaments and events held throughout the year, including contracting vendors, promoting via digital and print communications, executing on registration and administrative tasks and coordinating inter-departmental support.

This is a full-time, hourly, non-exempt position. The ability to work weekends and holidays is required.

Duties & Responsibilities:

• Club Events: Men’s Golf Events, 18-WGA, 9-WGA & Couples Golf Association
• Market & communicate all upcoming Club events to the membership, utilizing a timeline to assure a more consistent message to the membership. What, when, where, who
• Communicate with various Club departments prior to Club events; getting events booked with F&B, providing up-to-date numbers for the F&B team, communicate any relevant information to the golf course superintendent in advance of the event. Three days prior to the event, provide all necessary information to the golf professional in charge of that event
• Communicate with members to gather necessary information (guest’s name, home club, contact info, sizes, preferences) for Club events like Swingaroo, Rooster, Red Bud, Maxwell Cup, etc.
• Post and communicate results to the membership via email, website, social media, as well as submit results to the Tulsa World
• Manage deadlines for ordering tee prizes for certain events, trophies
• Provide GM/accounting department final numbers for billing purposes
• Attend all MGE, 18-WGA, 9-WGA & CGA, Swingaroo, Rooster meetings, communicate notes/minutes to the staff
• Manage the Southern Hills Junior Invitational by working with event partners, developing player & Member communications, tracking donations & fundraising, coordinating of player housing & accommodations, financial oversight & budget development, purchasing, billing, website development and coordinating social media.
• Club Website & Mobile App Maintenance:
• Starting time setup/management & guest windows established, including prompts to members making starting times online (course conditions, course maintenance, guest restrictions, etc.)
• Keeping the golf events calendar up-to-date on the Club website, including maintenance of sign-up sheets, tournament information pages
• Develop communication schedule/deadlines for the Southern Hills Spirit, weekly golf shop newsletter, social media posts, targeted emails, etc.
• Help Desk go-to person for various questions we receive regarding the website and mobile app
• New Member Orientation:
• Set up meetings or a round of golf with newly elected members on behalf of the Director of Golf for their new member golf orientation
• Create and print proper documents for newly elected members to be reviewed with the Director of Golf
• Guest Concierge:
• Members seeking access at private clubs around the country: gather the necessary information needed for the Director of Golf to contact various private clubs around the country on behalf of the membership
• Members hosting out of town guests: facilitate member requests to book starting times outside of the one week window when members are hosting guests from outside of the area. Secure guest’s names and any pertinent information from the hosting member. Would communicate to the member confirmation of the starting time(s), along with their responsibility as a host (dress code, pace of play, using the locker room, etc.)
• Members hosting in town guests: would contact members to secure guest’s names and inquire of there is anything we can do to make their experience better. Would communicate to the member their responsibility as a host (dress code, pace of play, using the locker room, etc.) and/or offer to communicate Club rules & policies to
• Unaccompanied guest requests: would handle inquiries we receive from peer clubs wanting to get access for their membership. Would be responsible for communicating with accounting, F&B, security, locker rooms and golf operations staff. Would also communicate with the golf professional/GM at the club seeking access in advance of their arrival.
• Golf Digest Panelists, Golf Magazine Raters & Golf Week Raters: be the facilitator for requests from panelists/raters. Would be responsible for communicating with accounting (if applicable), F&B, security, locker rooms and golf operations staff. Would communicate starting times, Club rules, caddy information etc.
• Director of Golf Assistant:
• Develop, maintain and manage all communications from the golf operation, including monthly and weekly newsletters.
• Answer phones and respond to email inquiries from Members, guests, and employees. Confidently provide information regarding special events, golf programming and rules of the Club as it relates to golf.
• Assist with on-boarding of new staff.
• Maintain office supplies and storage area stock, and monitor deliveries to and from the golf operation.
• Produce play and revenue reports for golf committees.
  

Qualifications

• Experience in event planning, as an Administrative Assistant, or as an Assistant Golf Professional at a private club facility or reputable institution preferred.
• Background in customer service and hospitality industry as well as ability to demonstrate organizational and communication skills.
• Possess above average writing, editing, and typing skills.
• High level of computer literacy and experience with various software programs, particularly proficient in Microsoft Word, Outlook, Excel and PowerPoint.
  
  
  

Personal Characteristics

• Ability to spread hospitality, happiness and goodwill among the Members and guests at Southern Hills Country Club.
• Maintain the highest standards of professionalism with ability to communicate and collaborate well in a team setting.
• Ability to establish and a maintain strong, effective relationships with fellow employees and customers.
• Possess excellent interpersonal and communication skills. Possess a strong character and ethical core
• Demonstrates a high level of energy and enthusiasm for meeting the needs of our Members and their guests.
• Ability to manage multiple tasks in a highly organized and detailed manner.
• Results driven. Inspired and motivated to exceed goals.
• Skilled problem-solver with ability to anticipate the needs of the Member.
• Ability to work a flexible schedule to meet the needs of the business.
  
  
  

The Club And Our Benefits

• We offer excellent benefits for full-time positions including:
• Medical, Dental, & Vision Plans
• 401(k) Matching & Safe Harbor Contributions
• Club-paid Life Insurance and Disability Insurance
• Vacation and Sick Time Off
• Annual Christmas Gratuity*
• Employee Meals*
• Employee & Dependent Scholarship Program*
  
  
  

(*benefits available to all current employees)

Southern Hills Country Club is a prestigious, member-owned private golf and country club with a storied golf history and worldwide acclaim. We have hosted a total of eight major championships for men, including the U.S. Open three times (1958, 1977, 2001) and five PGA Championships (1970, 1982, 1994, 2007, 2022). Southern Hills will host the PGA Championship again in 2032.

The membership and staff are committed to maintaining a vibrant golf and country club by adhering to their mission, vision, and core values.

Mission

With exceptional service and warm hospitality, we provide our members, their families and their guests the unique Southern Hills experience through excellent recreation, outstanding dining and social interaction.

Vision

We are committed to being one of the premier country clubs in the world by providing excellent services and facilities to the membership and their guests, while taking our historic tradition, present values and innovative ideas into the future.

Core Values

• Exceptional Quality & Service - Continuously seeking to exceed expectations.
• Professionalism - The energy and determination to perform an outstanding job.
• Teamwork - A cooperative effort by SHCC employees to achieve a common goal.
• Integrity - Honesty, sincerity, fairness; and sound judgment.
• Tradition - Recognizing the events and people that shaped the history of Southern Hills and preserving its heritage.
• Innovation - The ability to be creative and flexible in implementing new ideas.