Youth Sports Program Administrator

About Crusader Youth League

Crusader Youth League is a non-profit organization (501c3) dedicated to empowering the next generation through character-building experiences, sportsmanship, and community engagement. We prioritize the holistic development of our youth, fostering self-confidence, responsibility, and teamwork in a competitive yet supportive environment.

About the Position

The Youth Sports Program Administrator will play a crucial role in supporting the day-to-day operations and growth of our youth sports programs. Acting as a liaison with the Board of Directors, this role will focus on key areas such as coordinating seasonal registrations, managing sponsorships, organizing events, and maintaining effective communication with coaches, volunteers, parents, and community partners.

Who You Are

You are a motivated self-starter looking to grow with our organization. With a desire for efficiency and a proactive approach to problem-solving, you know how to prioritize your time and focus on areas needed to support our programs. You're not afraid to get out into the community, engage with others, and build connections that will foster support for our mission of youth development through sports.

Registration & Team Management

• Evaluate team recruitment strategies and create registration campaigns
• Set up new seasons in Sports Engine and create registration forms
• Create and maintain team rosters and game schedules
• Process registrations and manage waiting lists
• Coordinate field usage and facility scheduling

Game Day Operations

• Arrange for EMTs, food trucks, and other service providers
• Serve as Game Day Manager for all league events
• Prepare facilities (unlock press box, open concessions, set up equipment)
• Monitor volunteers and handle any issues that arise
• Ensure proper functioning of scoreboard and equipment
• Oversee post-game cleanup and facility security
• Process, reset, and deposit cash boxes

Coach & Referee Management

• Create coach registration forms and background check processes
• Send reminders for background checks and training requirements
• Create referee sign-up forms and schedules
• Track referee hours worked and coordinate payments
• Organize and conduct kick-off meetings and training sessions

Sponsorship & Fundraising

• Review and update sponsor contacts and packages
• Develop communication campaigns for existing and new sponsors
• Coordinate sponsorship recognition including uniform and field signage
• Plan and execute fundraising and philanthropy events
• Research and apply for grant opportunities

Volunteer Recruitment & Management

• Develop and implement volunteer recruitment strategies
• Create sign-up processes for game day positions (concessions, gate, etc.)
• Provide training and clear instructions for all volunteer roles
• Coordinate volunteer schedules and ensure adequate coverage for all events

Communications & Marketing

• Update website with current season information
• Create and implement email campaigns through HubSpot
• Develop and execute social media strategies
• Draft quarterly communications schedules
• Design and distribute marketing materials including flyers and yard signs
• Coordinate with feeder schools and community partners to drive registrations
• Other ad hoc projects as requested by the board of directors or leadership team

Qualifications

• Strong organizational skills with attention to detail
• Excellent communication and interpersonal abilities
• Ability to work evenings and weekends during sports seasons
• Passion for youth development through sports
• Experience or educational background in sports administration, event planning, or program management is a plus but not required.
• Proficiency with digital tools and software platforms, or demonstrated aptitude to quickly learn new systems for registration management, email marketing, and e-commerce operations

Compensation: Salary is negotiable based on experience, with discretionary performance-based bonus structure. Health benefits, unlimited PTO, and paid holidays.

Position Location: Based in our Burlington, KY office Monday - Friday (9am - 5pm) with occasions where flexibility is required for engagements and events scheduled on evenings and weekends.

We encourage candidates from all backgrounds and experiences to apply. Our organization believes a variety of perspectives strengthens our ability to serve our community. If you’re passionate about creating meaningful impact, and eager to learn and grow with us, we welcome you to apply - even if you do not meet every qualification listed.

An Equal Opportunity Employer: We are an Equal Opportunity/Affirmative Action Employer that hires based on qualifications, positive attitude, and exemplary work ethic, regardless of sex, race, color, national origin, religion, age, disability, veteran status, genetic information, marital status, sexual orientation, gender identity or any other characteristic protected by law.