Club Administrator

Reports To: Club President and President-Elect

Status: Part-Time, up to 30 hours per week, Non-Exempt

Work Location: Primarily remote, with regular in-person responsibilities, and occasional travel.

The Administrator plays a central role in ensuring the smooth and effective operations of the Rotary Club of Traverse City. The primary role of this position is to manage all administrative and communications functions for the Club. This role also provides support for the Club's financial operations. The Administrator serves as a key point of contact for the public, current and future Club members, and community partners.

• Support the Club President, President-Elect, and Board by preparing agendas, recording minutes, and distributing materials in advance of meetings.
• Maintain organized archives of meeting minutes, agendas, policies, and other Club records, both digital and physical.
• Check and process Club mail and email regularly; distribute or respond as appropriate.
• Support committees by maintaining rosters, distributing communications, and coordinating logistics, at the discretion of the Club President and Committee Chair.

• Provide support for member billing, invoicing, and payments.
• Record and track accounts receivable and payable, and generate reports.
• Make timely bank deposits and maintain related documentation.
• Maintain accurate and complete member records in ClubRunner and QuickBooks.
• Support the Membership Committee in time-sensitive tasks related to accepting applications, gaining approvals, onboarding, and inducting new members.
• Prepare and distribute new member packets upon onboarding.

• Coordinate logistics for weekly Club meetings and select Club events, at the discretion of the Club President and event committees.
• Manage meeting schedules, room reservations, catering, and necessary supplies.
• Support Club events as needed, including registrations, communications, and on-site coordination.

• Produce and distribute the Club’s weekly bulletin with input from leadership and committee chairs.
• Manage the Club’s social media presence in coordination with the Communications committee, posting timely and relevant updates about meetings, programs, community activities, and new members.
• Serve as the central point of contact for all Club communications.
• Ensure members are informed about Club news, activities, and opportunities for engagement.

• Develop and maintain a working knowledge of Rotary International, District 6290, and Rotary Charities of Traverse City.
• Stay current on Rotary International and District 6290 updates, training opportunities, and policy changes relevant to club operations.
• Connect with Rotary administrators or peers to share best practices and resources.
• Attend regional meetings, trainings, or virtual sessions as the Club’s administrative representative at the discretion of the Club President.
• Maintain awareness of grants, awards, and programs that may benefit the Club or its members.
• Promote and model the Rotary values of service, fellowship, integrity, diversity, and leadership in all communications and interactions.

• Proven administrative or office management experience.
• Strong organizational and time management skills; ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and online platforms (e.g., ClubRunner, QuickBooks, Canva, Facebook, Instagram, LinkedIn), and an aptitude for learning new programs.
• High attention to detail, accuracy, and record-keeping.
• Demonstrated customer service orientation and ability to work in a professional, courteous manner.
• Integrity, discretion, and confidentiality.
• Self-motivated with the ability to work independently and as part of a team.

• Work is completed accurately and on time, with proactive communication about progress and issues.
• Hours and activities are documented transparently and reflect productive work.
• Maintains a polished, professional appearance (business casual) and demeanor; serves as a welcoming, reliable representative of the Rotary Club in all interactions.