Registrar Specialist
5 days ago
Join the San Jose Sharks team as a Registrar Specialist and play a crucial role in managing all aspects of the Jr. Sharks registration and administration process.
Job SummaryThe Registrar Specialist will be responsible for overseeing the registration process, creating and distributing registration communications, managing registration paperwork, and maintaining accurate records. This role requires excellent communication and organizational skills, as well as the ability to work independently and as part of a team.
Key Responsibilities- Manage all aspects of the Jr. Sharks registration and administration process
- Create and distribute registration communications and materials
- Manage registration paperwork and correspondence with club registrants
- Oversee the creation of team rosters and roster management throughout the season
- Manage team rosters for all Jr. Sharks teams, including house, travel, G/W, Special, and Tier teams
- Manage the Jr. Sharks Jersey program and work with the Director of the Jr. Sharks on soft goods orders
- Manage requests for transfer of players to or from other federations to the USA Hockey national office for approval
- Oversee the registration budget and reconciliations, including balancing all Tournament registration fees with the tournament coordinator/Deputy Director
- Load players/coaches USA Hockey numbers into the USA Hockey Portal for the upcoming year season and make rosters
- Oversee the coordination of tryouts in collaboration with the Jr. Sharks Director
- Assist in creating binders for team managers and reps for contact paperwork and medical information
- Manage communications with parents/players regarding any missing information on paperwork/forms, USA Hockey registration number, etc.
- Provide oversight and ensure compliance with tracking and monitoring of all coach's paperwork, including background screening and Safesport Certification
- Manage Concussion Protocol paperwork/compliance and return-to-play
- Communicate with the Jr. Sharks Director on any rule changes with Norcal, CAHA, and USA Hockey
- Support Jr. Sharks administrative needs, including email correspondence, website updates, and social media posts
- Administration of team websites
- Attend USA Hockey meetings, including NorCal and CAHA
- Supervise/support volunteer team managers and meet with them as needed to provide updates and direction and resolve any challenges
- Disseminate and manage game sheet process with team managers
- Manage all Team travel for Tier 1 and Tier 2 teams, including coordinating bookings of hotel and transportation for coaches and players when applicable
- Track coaches' expense reports and submit to finance for timely reimbursement
- Track player payments to ensure families are up to date and notify the Jr. Sharks Director when a family is in arrears
- Responsible for the creation and upkeep of the Jr. Sharks history project, including identifying players who have played for the Jr. Sharks and maintaining records on when they played for the club and where they graduated to junior, college, professional
- Uphold and maintain the policies and procedures of the ice arena
- Know emergency procedures for facility and guests
- Attend all Board meetings and other meetings related to the association, as necessary
- Bachelor's degree required and 4+ years of relevant experience or equivalent combination of education and experience
- Positive outlook, excellent communication, and interpersonal skills
- Ability to be a team player and collaborate and work well with other league officials, coaches, and volunteers to coordinate and ensure the smooth operation of the league
- Ability to use good judgment and demonstrate professional conduct
- Self-motivated with the ability to work independently and take initiative
- Proficiency in using databases and spreadsheets to manage player rosters, track registration fees, and maintain records
- Excellent customer service skills, including handling inquiries, complaints, and providing guidance on the registration process
- Familiarity with registration software and online systems used for managing registrations and communications
- Ability to effectively prioritize tasks to meet deadlines, especially during peak registration periods
- Ability to maintain accurate and up-to-date records of player registrations, payments, and other relevant documents
- Ability to work weekends and evenings
- Required to attend all Board meetings and other meetings related to the association, as necessary
- Competitive compensation (base salary and variable incentive plan)
- Medical/Dental/Vision/Flexible Spending Accounts (all LGBTQ+ friendly)
- Pretax Transportation Benefit
- 401K (pre-tax and Roth options)
- Generous Paid Time Off Policy
- Minimum of 10 Paid Holidays and Wellness Days per year
- Complimentary or discounted sports and concert tickets
- Other League & partner discounts
- Central office location in downtown San Jose at the heart of Silicon Valley; convenient access to Caltrain, VTA, major freeways, and free parking
- An inclusive culture which values diversity of background and a passion to improve our SSE's commitment to change with impact on our community and industry
- Potential for flexible scheduling and telework opportunities
- Free access to on-site Volta EV charging stations on non-event days
This position is not eligible for U.S. work authorization sponsorship.
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