Part Time Administrative Assisant

The West Fargo Flyers Swim Team, a volunteer parent board–run 501(c)(3) nonprofit organization, is seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support the daily operations of our year-round competitive swim program.

Position Overview

The Administrative Assistant provides essential administrative and operational support to the Board of Directors and Head Coach, serving a membership of up to 300 athletes. This role is central to ensuring effective communication, organization, compliance, and event coordination across all areas of the club.

Key Responsibilities

Membership & Registration

●       Manage athlete registration processes for up to 300 members

●       Maintain accurate team rosters and member records within the club’s registration platform (SportsEngine)

●       Oversee registration setup, including dates, fees, and deadlines

●       Coordinate USA swimming registration progress for the club, athletes, officials, and coaches

●        Provide administrative support and answer questions from club families

Communications & Club Administration

●       Maintain and update club social media channels

●       Publish and maintain the club calendar of events and meeting agendas

●       Create and administer Board-directed surveys

●       Serve as point of contact for the hospitality committee

●        Attend all board meetings and prepare administrative updates

Program & Compliance Support

●       Support & manage USA Swimming National Club Excellence & Club Recognition programs

●       Provide coaching staff with USA Swimming IMX/IMR recognition information

●       Ensure insurance policies are current and properly maintained

●       Maintain accurate and up-to-date club records and documentation

Facilities & Scheduling

●       Coordinate pool reservations and facility scheduling in partnership with the Head Coach

●       Arrange dryland training spaces by training group Reserve meeting space for Board and parent meetings

Meet & Event Administration

●       Coordinate and manage volunteer assignments for home meets

●       Oversee meet setup and maintain meet setup/shutdown procedures and checklists

●       Order and manage awards and ribbons

●       Track volunteer hours and determine end-of-season billing for unfulfilled requirements

●       Schedule and coordinate end-of-year banquets and recognition events

Financial & Reporting Support

●       Assist in verifying monthly billing accuracy in coordination with the Treasurer.

●       Manage raffle and gaming permit administration

Qualifications

●       Strong organizational and administrative skills with attention to detail

●       Experience managing calendars, records, and communications

●       Comfort working with spreadsheets, databases, and registration systems

●       Ability to multitask and meet deadlines in a dynamic environment

●       Professional communication skills with parents, athletes, coaches, and Board members

Preferred Qualifications

●       Experience working with youth sports organizations or nonprofit operations

●       Familiarity with USA Swimming club operations and recognition programs

●       Experience coordinating events, volunteers, or team logistics

Availability

●       Up to 20 hours per week with a flexible schedule

●       Availability for occasional evenings and weekends for meetings and swim meets

Compensation

This is a part-time, hourly position. Compensation is commensurate with experience and qualifications.

How to Apply

Please submit a resume to Chris Swee, West Fargo Flyers Board President, at president@wfflyers.com. Learn more about our program at: www.wfflyers.com.