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WF
West Fargo Flyers
Part Time Administrative Assistant
Entry-Level JobVerifiedNo experience needed
Career Insights for Office / Administrative Assistant (General)
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Scorecard
Based on North Dakota data
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What they do
An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
$44,831 / year median in North Dakota
-10% projected decline
Job Description
Position Overview The Administrative Assistant provides essential administrative and operational support to the Board of Directors and Head Coach, serving a membership of up to 300 athletes. This role is central to ensuring effective communication, organization, compliance, and event coordination across all areas of the club. Key Responsibilities Membership & Registration
- Manage athlete registration processes for up to 300 members
- Maintain accurate team rosters and member records within the club's registration platform (SportsEngine)
- Oversee registration setup, including dates, fees, and deadlines
- Coordinate USA swimming registration progress for the club, athletes, officials, and coaches
- Provide administrative support and answer questions from club families Communications & Club Administration
- Maintain and update club social media channels
- Publish and maintain the club calendar of events and meeting agendas
- Create and administer Board-directed surveys
- Serve as point of contact for the hospitality committee
- Attend all board meetings and prepare administrative updates Program & Compliance Support
- Support & manage USA Swimming National Club Excellence & Club Recognition programs
- Provide coaching staff with USA Swimming IMX/IMR recognition information
- Ensure insurance policies are current and properly maintained
- Maintain accurate and up-to-date club records and documentation Facilities & Scheduling
- Coordinate pool reservations and facility scheduling in partnership with the Head Coach
- Arrange dryland training spaces by training group Reserve meeting space for Board and parent meetings Meet & Event Administration
- Coordinate and manage volunteer assignments for home meets
- Oversee meet setup and maintain meet setup/shutdown procedures and checklists
- Order and manage awards and ribbons
- Track volunteer hours and determine end-of-season billing for unfulfilled requirements
- Schedule and coordinate end-of-year banquets and recognition events Financial & Reporting Support
- Assist in verifying monthly billing accuracy in coordination with the Treasurer.
- Manage raffle and gaming permit administration Qualifications
- Strong organizational and administrative skills with attention to detail
- Experience managing calendars, records, and communications
- Comfort working with spreadsheets, databases, and registration systems
- Ability to multitask and meet deadlines in a dynamic environment
- Professional communication skills with parents, athletes, coaches, and Board members Preferred Qualifications
- Experience working with youth sports organizations or nonprofit operations
- Familiarity with USA Swimming club operations and recognition programs
- Experience coordinating events, volunteers, or team logistics Availability
- Up to 20 hours per week with a flexible schedule
- Availability for occasional evenings and weekends for meetings and swim meets Compensation This is a part-time, hourly position.