Operations Coordinator, Registrar (Sports)

Operations Coordinator, Registrar – Youth Sports ProgramsFull-Time | Remote/Hybrid | Must be within driving distance of Bucks County, Pa.Reports To: CEOWork Model: Remote (Work from Home) Occasional On-Site Support Across Multiple League LocationsPrograms: (Ages 4–18)A key operational leader responsible for managing all athlete, coach, team, and volunteer registration processes, ensuring full compliance with league and safety standards, and overseeing onboarding, data accuracy, and season readiness for a large multi-location youth sports organization. This position plays a central role in ensuring every participant and volunteer meets required safety, eligibility, and documentation standards before stepping onto the field. The ideal candidate is exceptionally organized, proactive, tech-savvy, operationally strong, and thrives in high-volume, fast-paced environments.Candidates with both non-profit and for-profit experience, familiarity with volunteer-driven environments, and comfort working independently in a remote setting will excel in this role.This is a hands-on position for someone with a strong “doer” mindset—someone who takes ownership, automates & improves systems continuously, and is confident sharing ideas, concerns, and recommendations with leadership.Qualifications: Required2 years experience in registration, operations, customer service, or administrative roles.Strong technical proficiency and confidence working across multiple technical systems.Ability to work independently and reliably in a remote environment.Availability to support extended hours during peak seasonal periods.PreferredExperience in youth sports operations, non-profit or for-profit program coordination.Experience onboarding large groups of volunteers.Familiarity with compliance workflows, background checks, and certification tracking.Experience training, mentoring, or supporting small teams.Work Environment & SchedulePrimarily remote with flexible hours.Required attendance at key league events, season launches, training days, or special events.Ability to work extended periods at a computer using multiple digital tools simultaneously.Occasional evening or weekend hours during peak operational periods, although suspect down time during the seasons.Key Areas of Ownership1. Registrar OperationsOversee all registration processes for players, coaches, team managers, and teams.Build, maintain, and optimize registration forms, workflows, and program offerings.Help Directors manage roster creation, player assignments, transfers, refunds, and special requests.Maintain organized, accurate athlete and volunteer records across multiple platforms.2. Compliance ManagementEnsure all required safety and documentation standards are met, including:Background Checks & ClearancesProcess and track volunteer background checks and legal clearances.Monitor expirations and ensure compliance prior to season launch.Health & Safety CertificationsTrack and verify certifications such as CPR, First Aid, and concussion training.Sport-Specific Coaching CertificationsConfirm coaches meet governing body requirements.Track renewals and maintain documentation.3. Volunteer & Coach OnboardingOversee onboarding for 800 seasonal volunteers.Provide onboarding materials, training resources, and policy communications.Assign coaches to teams and ensure all compliance tasks are completed prior to approval.4. Administrative & Operational WorkflowOwn all operational processes supporting league readiness, including roster distribution, game cards, scheduling inputs, and required documentation.Maintain large data sets across rosters, volunteer lists, schedules, and compliance records.Coordinate with site leads to ensure all season materials are delivered on time.5. Scheduling SupportProvide accurate roster, team, and field requirement data to scheduling leads.Assist with building, adjusting, and communicating game and practice schedules.Support conflict resolution and ongoing schedule updates.6. Communication & SupportServe as the primary point of contact for parent, coach, and volunteer inquiries regarding registration and compliance.Respond to high-volume questions professionally and promptly.Draft, schedule, and send program-wide announcements, updates, and reminders.7. Team LeadershipRecruit, hire, and support Assistant Registrars as organizational needs grow.Create training resources, onboarding guides, and operational standards for the registration team.Required Skills, Experience & MUST-HAVE CompetenciesTechnical Must-HavesStrong proficiency in Google Workspace, including:Google SheetsGoogle FormsGoogle DocsGoogle Drive (organization & sharing structures)Shared Drive permissionsCalendar managementExperience with scheduling platforms (sports scheduling or workforce scheduling).High comfort level with digital platforms, databases, online tools, and learning new technology.Operational Must-HavesStrong background in operationsCustomer service and administrative experience with attention to detail.Ability to manage large registration cycles with accuracy and calm.Strong workflow management and documentation skills.Behavioral Must-HavesOrganized – excels at managing many details and systems.Proactive – anticipates needs before requests are made.Self-motivated – thrives in independent, remote environments.Helper mindset – team-oriented, service-driven approach.Doer – enjoys hands-on execution and problem-solving.Flexible & adaptable – comfortable with seasonal spikes and shifting priorities.Grit & resilience – manages pressure and high volume without breaking stride.Excellent communicator – clear, confident, and professional in all communication.Comfortable speaking your mind – contributes ideas, raises concerns, and provides solutions openly.Nice-to-Have Experience(Not required, but highly desirable)Non-profit or for-profit organizational experienceExperience working with or managing volunteersExposure to sports management platforms:LeagueAppsSportsEngineTeamSnapStack SportsExperience using or experimenting with AI tools (e.g., ChatGPT) for workflow automation or efficiencyCompliance, certification tracking, or risk management experienceExperience in youth sports operations or large-scale onboarding

Salary : $60,000 - $85,000