Business Operations Manager – Job Description
Position Overview
The Operations Manager plays a central role in ensuring the smooth, efficient, and professional functioning of all team operations. This position supports the coaching staff, board of directors, athletes, and families by managing administrative systems, meet operations, financial processes, and facility-related needs. The Operations Manager is a key communicator, organizer, and problem-solver who helps create a positive and well‑run environment for the entire program.
Key Responsibilities for Team & Athlete Management
- Oversee and process all USA Swimming athlete registrations.
- Maintain and update team records after each meet; communicate updates to the head coach.
- Distribute seasonal medical/allergy reports and ensure staff acknowledgment.
- Track and monitor coach and board certifications, credentials, and expiration dates.
- Assist the head coach in evaluating and organizing training group structures.
- Plan and coordinate splash camps, tryouts, and clinics.
- Conduct exit surveys for non-returning families and report trends to the board.
- Support the planning and execution of team practices, events, celebrations, and seasonal activities.
- Social Media management
Meet Management
- Communicate meet reminders, deadlines, and logistics to families quickly.
- Review meet entries for accuracy, qualifying times, and compliance; submit meet files on time.
- Optimize relay entries and coordinate with assistant coaches.
- Share meet warm‑ups, schedules, and psych sheets with families; set up the team’s Band communication before each meet.
- Assist with planning and executing hosted meets.
- Support meet schedule development and budget planning.
- Arrange coach travel and hotel accommodations in accordance with the team’s travel policy.
Meet Registrar (Hosted Meets Only)
- Create meet files after the head coach registers athletes.
- Produce session reports, including psych sheets and warm‑up timelines.
- Collect meet fees from participating teams.
- Communicate with visiting coaches and manage the collection and upload of their meet files.
Administrative Duties
- Manage the team’s primary email account and serve as a central communication point.
- Meet with the head coach as needed to coordinate operational priorities.
- Attend monthly board meetings and prepare relevant updates.
- Reserve meeting locations and notify membership of board meeting dates and times.
- Complete additional duties as assigned by the board.
- Manage TeamUnify seasonal registration and maintain member accounts.
- Update and maintain the team website, including events, board listings, coaches, and calendars.
- Create and maintain onboarding LiveBinders for new board members and new coaching staff.
- Update the team bulletin board at the Swim Center each season.
- Coordinate monthly board meeting locations and attend board meetings
Financial Duties
- Generate invoices for meet entries, swim shop charges, fundraising commitments, and volunteer obligations.
- Credit service hours at the end of each season.
- A strong support to fundraising and sponsorship initiatives through planning and communication.
- Compile weekly check and reimbursement requests for treasurer approval.
- Prepare monthly credit card reconciliation reports for treasurer approval.
- General understanding of light bookkeeping administration
Qualifications
- Strong organizational and time‑management skills.
- Excellent written and verbal communication abilities.
- Experience in youth sports, aquatics, or nonprofit operations a bonus
- Ability to work collaboratively with coaches, board members, families, and athletes.
- Ability to manage multiple projects and deadlines simultaneously.
- A positive attitude that looks to move the team forward.
- Knowledge of light bookkeeping is a must.
Pay: $39,000.00 - $46,800.00 per year
Benefits:
Work Location: Hybrid remote in Bozeman, MT 59715
