Overview
Administrative Assistant/Receptionist Jobs in Williamsburg, VA at Jamestown Health and Rehabilitation
Position Overview
Under the supervision of the Director of Operations, the Recreation and Programs admin will assist in coordinating all MYS Programs to include Recreation, Travel, Camps, Trainings, and Clinics. This position directly supports the Recreation Director and Programs Director. This is a permanent position, but the key responsibilities and the workload will fluctuate with the seasonal nature of youth soccer. The ideal candidate will be highly organized, detailed oriented, exceptional at multitasking, and customer service oriented.
Key Responsibilities:
Provide Administrative Support for the MYS Recreation Program, including but not limited to:
Support and coordination of the seasons.
Communication to recreation members specific to the registration process, program updates, seasonal updates, and daily customer support.
Creation and administration of the recreation registration system:
Payment plans, sibling discounts, early bird discounts, site credits and county vs. non-county fees.
Create and/or maintain recreation handbooks, forms, waivers, and proof of birth requirements.
Issue approved refunds/credits due to injury or relocation.
Customer Service Support
Serve as the first point of contact for all parents and participants.
Provide timely customer support for all registration issues.
As necessary, work directly with vendors to resolve system issues.
Generate winter indoor league registration, handle issues and assist with team placement and communication.
Provide Recreation Director with reporting (such as regular enrollment reporting, waitlist status, coach reporting, county, state, and insurance requirements).
Manage and support compliance training for MYS Recreation Coaches, i.e. parent conflicts, SafeSport Compliance and Background checks.
Manage and coordinate all recreation equipment and gear.
Responsible for assisting the Field Manager with the scheduling of games, practices and liaise with the referee assignor.
Provide Support to the MYS Director of Operations, including but not limited to:
Assist with ensuring information on the MYS website is up to date for Recreation programs.
Assist in providing relevant Recreation information for bi-weekly Sweeper content to the Marketing Director.
Support the implementation of club initiatives and projects as assigned.
Provide Administrative Support to the MYS Programs Director, including but not limited to:
Support and coordination for all programs and camps.
Creation and administration of all registration programs.
Payment plans, sibling discounts, early bird discounts and site credits.
Create and/or maintain any camp/clinic handbook, forms, and waivers.
Customer Service Support
Serve as the first point of contact for all parents and participants.
Generate welcome emails 2-3 days before the program starts.
Provide check-in lists for camps/programs.
Handle issues with cancellations due to weather or under-enrollment
Provide Programs Director with reporting (such as enrollment, county, and insurance requirements).
Creation and administration of Adult League registration in the system.
Serve as POC for Adult League Coordinator.
Other duties as assigned by the Director of Operations.
Requirements
A background in administrative work is preferred but not required.
familiarity with soccer and familiarity with the Washington, D.C. metro area strongly preferred.
Strong organizational and time management skills, and attention to details.
Strong communication and interpersonal skills, with the ability to provide excellent customer service.
Ability to work independently in a fast-paced, dynamic environment.
Ability to prepare reports and assist staff with project-based work.
Ability to work non-traditional hours, including nights and weekends; must have own transportation.
Experience with software programs, including spreadsheets, databases, member registration, websites, e-newsletter software, Google Workspace, word processing and graphic presentation software.
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Title: Administrative Assistant/Receptionist
Company: Jamestown Health and Rehabilitation
Location: Williamsburg, VA
