Operations Coordinator, Registrar – Youth Sports Programs

Full-Time | Remote/Hybrid | Must be within driving distance of Bucks County, Pa.

Reports To: CEO

Work Model: Remote (Work from Home) + Occasional On-Site Support Across Multiple League Locations

Programs: (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:

Required

• 2+ 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.

Preferred

• Experience 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 & Schedule

• Primarily 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 Ownership

1. Registrar Operations

• Oversee 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 Management

Ensure all required safety and documentation standards are met, including:

Background Checks & Clearances

• Process and track volunteer background checks and legal clearances.
• Monitor expirations and ensure compliance prior to season launch.

Health & Safety Certifications

• Track and verify certifications such as CPR, First Aid, and concussion training.

Sport-Specific Coaching Certifications

• Confirm coaches meet governing body requirements.
• Track renewals and maintain documentation.

3. Volunteer & Coach Onboarding

• Oversee 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 Workflow

• Own 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 Support

• Provide 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 & Support

• Serve 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 Leadership

• Recruit, 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 Competencies

Technical Must-Haves

• Strong proficiency in Google Workspace, including:
• Google Sheets
• Google Forms
• Google Docs
• Google Drive (organization & sharing structures)
• Shared Drive permissions
• Calendar management
• Experience with scheduling platforms (sports scheduling or workforce scheduling).
• High comfort level with digital platforms, databases, online tools, and learning new technology.

Operational Must-Haves

• Strong background in operations
• Customer 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-Haves

• Organized – 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 experience
• Experience working with or managing volunteers
• Exposure to sports management platforms:
• LeagueApps
• SportsEngine
• TeamSnap
• Stack Sports
• Experience using or experimenting with AI tools (e.g., ChatGPT) for workflow automation or efficiency
• Compliance, certification tracking, or risk management experience
• Experience in youth sports operations or large-scale onboarding