Program Coordinator – Team Boyne

Overview

The Program Coordinator is a key leadership and support role within the Team Boyne program at Boyne Mountain and The Highlands at Harbor Springs. This role champions the behind-the-scenes work that empowers coaches to focus on athletes and ensures families experience a professional, well-organized program from registration through the end of the season. This is a people‑first position that requires strong organizational skills, excellent communication, the ability to work independently while collaborating with others, and embody a genuine commitment to the mission of youth athletic development.
Responsibilities

Essential Job Functions (including but not limited to):
Athlete Recruitment & Registration:

lead statewide outreach to recruit new athletes, managing the full registration process from inquiry through enrollment, including all paperwork, waivers, and membership requirements (e.g., US Ski & Snowboard)
Maintain accurate and up-to-date athlete and family records throughout the season
Parent & Family Communication:

serve as the primary point of contact for parent and family inquiries, responding timely via email or a dedicated app – manage the digital parent and coach communication app.
Distribute weekly communications to both parents and coaches covering training sessions, race schedule (travel), team news, and program reminders ensuring continuity and consistency of program information to all
Organize pre‑season parent orientation meetings and mid‑season check‑ins as needed
Training Schedule & Calendar Management:

publish and maintain a comprehensive seasonal training schedule for both venues, distributed to athletes and families well in advance
Coordinate schedule updates, weather‑related changes, and cancellations with timely communication to all stakeholders
Manage the team calendar, including training days, race events, travel dates, and dryland sessions
Hill Space & Venue Coordination:

work directly with mountain operations staff at both venues to reserve and confirm hill space, training terrain, and race venue access, communicating all confirmations to coaching staff in advance
Staffing & Payroll:

coordinate coaching staff and volunteer schedules, maintain contact and availability records, and ensure accurate payroll processing including tracking hours, submitting records on time, and liaising with payroll or accounting personnel
Onboard new staff members, ensuring completion of required paperwork, background checks, and certifications
Equipment & Uniform Ordering:

coordinate uniform and race equipment ordering for athletes and staff, including sizing, vendor communication, delivery tracking, and competitive quotes where appropriate
Maintain an inventory of team equipment and coordinate storage, transport between venues, and end‑of‑season audit
Race & Event Coordination Support:

assist with race logistics including travel planning and entry submissions; support home events at either venue; and liaise with regional and state race organizing bodies (e.g., US Ski & Snowboard, MHSAA) as needed
General Administration:

monitor and manage the team’s administrative email inbox, ensuring prompt and professional responses
Maintain organized digital records for athlete files, financial transactions, vendor contacts, and team documentation
Support budget tracking and expense reporting in coordination with program leadership
Assist in developing team policies, handbooks, or parent guides as needed
Channel content provided by coaching staff to the company’s marketing teams and social accounts, supporting distribution through company websites, social channels, and email campaigns
Assist other departments as requested during periods of high volume to maximize the athlete and guest experience
Provide superior service to all guests (internal and external)
Essential Job Functions - Leadership (including but not limited to):
Long-Term Thinking – proactively develop and maintain systems, schedules, and documentation that support program continuity, mitigate operational risk, and position Team Boyne for growth season over season.
Excellence in Execution – ensure every administrative and logistical detail is handled accurately and on time; hold yourself accountable to program goals and the high standards that families and athletes expect from Team Boyne.
Attitude is Everything – bring a friendly, personable, and solutions-focused approach to every interaction; maintain composure and professionalism when schedules shift, conditions change, or competing priorities arise.
Develop Great People – support coaching staff and volunteers through clear communication, timely information, and a collaborative spirit that helps everyone do their best work.
Serve First – prioritize the experience of athletes, families, coaches, and venue partners; create an inclusive, welcoming environment where everyone feels informed, respected, and valued.
Qualifications

Education and/or Experience
High school diploma or equivalent required; associate degree or equivalent preferred
Two or more years of experience in sports program administration, event coordination, or a comparable organizational role; background in youth sports preferred
Certificates, Licenses, Registrations
Ability to pass a background check
Other Requirements
Proficient with Microsoft Office Suite programs; experience with Flaik preferred
Have a proven track record of maintaining a calm, professional demeanor in stressful situations
Friendly, personable, and empathetic
Have excellent written and verbal communication skills
Able to work a flexible schedule, including weekends, with varying hours based on season and resort guests' demands

#J-18808-Ljbffr