Robbins Sports Coordinator

Position Summary 

The Youth & Adult Program Administrator is responsible for the day-to-day administrative and communication needs of all sports programming. This position serves as a key point of contact for families, coaches, players, and program leadership, helping ensure that programs are well-organized, clearly communicated, and provide a positive experience for everyone involved. 

The ideal candidate is highly organized, responsive, personable, and comfortable managing multiple priorities in a youth sports environment. This role combines program administration, communication, marketing, scheduling, registration, and coach support. 

Key Responsibilities 

Communication & Customer Service 

● Serve as a primary point of contact for parents, players, coaches, and prospective families. 

● Respond to questions and requests in a timely, professional, and friendly manner.

● Manage program communications through email, newsletters, text/messaging platforms, and other communication channels. 

● Prepare and distribute important program information, including schedules, registration deadlines, weather updates, program changes, and event details.

● Help ensure families receive clear and consistent information throughout each season. 

● Maintain a welcoming and positive experience for players and families. 

Marketing & Program Promotion 

● Support marketing and promotion of sports programs, camps, clinics, leagues, and special events. 

● Create and distribute engaging program communications and promotional materials.

● Manage or assist with social media content, email marketing, website updates, and other digital communications. 

● Help develop strategies to increase program participation, registration, and community awareness. 

● Coordinate promotional efforts with program leadership and other staff.

● Collect photos, testimonials, and program highlights to help showcase the sports programming. 

Scheduling & Program Coordination 

● Coordinate practice, game, training, camp, clinic, and event schedules.

● Maintain accurate calendars and communicate schedules to coaches and families.

● Assist with field assignments and resolve scheduling conflicts. 

● Coordinate schedule changes, cancellations, weather-related updates, and make-up sessions. 

● Work with coaches and program leadership to ensure staffing and scheduling needs are met. 

● Maintain organized records of program activities and schedules. 

Registration & Administrative Support 

● Manage the player registration process from initial enrollment through program completion. 

● Monitor registrations, rosters, waitlists, payments, and required player information.

● Assist with registration questions and troubleshoot registration issues.

● Maintain accurate participant and program records. 

● Support registration communications, including opening/closing dates, reminders, confirmations, and deadlines. 

● Assist with check-in and administrative needs for camps, clinics, tournaments, and other events. 

Coach Support 

● Serve as an administrative resource for coaches throughout the season.

● Communicate schedules, rosters, field assignments, program updates, and other important information to coaches. 

● Help coaches access the information, equipment, resources, and support they need to run successful sessions. 

● Assist with coach onboarding and administrative requirements. 

● Help coordinate coach availability and staffing needs. 

● Provide timely support when coaches encounter scheduling, registration, parent communication, or other program-related issues. 

● Help create a positive, organized, and professional environment for the coaching staff. 

The Y: We’re for youth development, healthy living, and social responsibility.

Program Operations 

● Support the overall organization and smooth operation of all sports programming.

● Assist with game days, tournaments, camps, clinics, and special events as needed.

● Maintain organized digital and physical program files. 

● Track important deadlines, tasks, and seasonal milestones. 

● Identify operational challenges and proactively communicate solutions to program leadership. 

● Perform other administrative duties as needed to support the success of the program. 

Qualifications 

● Experience in youth sports, recreation, education, customer service, administration, or a related field preferred. 

● Strong written and verbal communication skills. 

● Excellent organizational and time-management abilities. 

● Comfortable communicating with parents, children, coaches, and program leadership. 

● Strong attention to detail and ability to manage multiple priorities. 

● Comfortable using email, spreadsheets, calendars, registration systems, and social media platforms. 

● Ability to work independently while also collaborating effectively with a team.

● Positive, professional, and solutions-oriented attitude. 

Success in This Role 

Success in this position means that families feel informed and supported, coaches feel prepared and valued, registrations run smoothly, schedules are accurate, and the overall youth and adult sports programs operate in an organized and welcoming manner. 

The sports administrator is an important member of the program team and helps create the strong communication and organizational foundation that allows coaches to focus on what they do best: developing players and creating a great member experience for both youth and sports programming.