Operations Administrator

Primary Purpose of Position

The Operations Administration position:

• requires a team player who is a proven relationship builder, an outstanding communicator and can work closely with our clubs, suppliers, commercial partners, and staff members.  A passionate all-rounder ready to roll the sleeves up and make a difference in the local sporting community.
• is pivotal in ensuring the smooth operation and continual improvement across the Sunbury Basketball Association. You will possess strong relationship-building skills and the ability to engage stakeholders effectively.
• requires an individual who excels in navigating complex and fluid environments, demonstrating both teamwork and autonomy in problem-solving.

Key Responsibilities

• Coordinating the Sunbury Basketball Association (the Association) reception desk & email inbox with general enquiries.
• Dealing with difficult situations, resolving complaints, and escalating where required.
• Providing administrative support to the General Manager, Finance Manager, Basketball Operations Manager, Domestic Competition Officer, and Board, including but not limited to:  
• assisting with the organisation of SBA programs and events, including but not limited to, venue bookings, schedule development, coach/staff allocation and updating any event programs. PlayHQ program & database set up, participation & registration enquiries.
• management of the office booking system, ensuring team trainings, sports programs, coaching sessions & school holiday clinics are recorded & accurate. 
• completion of data entry and reports to assist in reconciliation of accounts; ensure monies are balanced and collected at the end of each day of operation.
• management of Lightspeed (Point of Sale System) to ensure stock is entered, images and price points are correct & monthly stocktake is completed.
• compilation of items for the monthly newsletter, upload and distribute via Wix & ensuring our membership database is up to date.
•  Big V game day administration activities such as completing game day forms, creating Big V Game Day Booklet, Big V clearances & international clearances, Foreign Born Player licences and Foreign-Born Player Forms for import players & ensuring sponsorship media is prepared prior to each home game.
• VJBL administration activities including team entries, tournament entries, organising mid-week trainings and school holiday trainings for all Junior Jets teams, administrative support at Junior Jets try-outs.  
• assisting in receiving and receipting member payments for registration fees, tournaments, uniforms etc
• Liaise with Technical Officials Commission to update referee member listings (contact details, gradings, financial data and WWCC). Refbook database management, including but not limited to ensuring referee compliance, assisting with referee mailouts and action and resolve any referee payment issues.
• Assist the Association Board with administrative support, including but not limited to; 
• the collation of survey data.
• updating the Working with Children Check database.
• collating a calendar of events to assist in the publication of content to social media channels, newsletters, uploading press releases & statements onto our website (Wix)
• update and maintain the website on a weekly basis & liaising with various internal and external stakeholders to coordinate information for release across all media platforms.

Knowledge, Skills & Abilities

• Ability to organise and prioritise tasks, problem solve and ask questions when needing further clarification. 
• Excellent communication skills, with a mature and professional approach to managing difficult and complex situations.
• Dedicated, committed, hardworking team member who always displays enthusiasm.
• Self-motivated with an ability to manage own time effectively and provide timely responses to all stakeholders.
• Proficient computer skills, including the ability to use Microsoft 365, Xero, Wix, PlayHQ, RefBook and intermediate Microsoft Excel skills. 
• Proficient at organisation and administration skills. 
• Flexibility, openness to change and proactive task completion and problem solving.
• Ethical, honest, trustworthy and dedicated to the Association, ensuring the Association’s values are upheld at all times.
• Commitment to identifying any issues whilst offering suggestions for opportunities to further grow the Association and its members into the future.

Relationships

• This position will liaise with and have regular communication with coaches, managers, committee members, general members, parents, players, and volunteers.
• The Operations Administrator is accountable to the General Manager & Sunbury Basketball Association Board.

Qualifications

• HLTAID011 - Provide first aid.
• Working with Children Check
• Police Check