Registrar Specialist

COMPANY: Sharks Sports and Entertainment, LLC

LOCATION: Sharks Ice, San Jose

REPORTS TO: Director, Jr. Sharks

POSTING DATED: September 16, 2024

Pay Range: $66,560 - $70,000

Actual base pay will be determined based on permissible factors such as transferable skills, work experience, market demands and primary work location. The base pay range provided is subject to change and may be modified in the future.

Position Overview

The primary objective of the Jr. Sharks Registrar Specialist is to manage all aspects of the Jr. Sharks registration and administration process in support of the organization’s goals of providing exemplary youth hockey experience training and development opportunities.

Essential Duties and Responsibilities:

1. Serve as the authority on USA Hockey compliance and regulations and rules. Remain up to date with changes to compliance, provide education to impacted parties, and ensure all required adjustments are implemented.
2. Oversee youth hockey registration process at Sharks Ice at San Jose.
3. Create and distribute registration communications and materials as needed.
4. Manage all registration paperwork and correspondence with club registrants.
5. Creation of team rosters and roster management throughout the season. Send T1 approved Rosters to appropriate League.
6. Manage team rosters for all Jr. Sharks teams, including house, travel, G/W, Special, and Tier teams.
7. Manage the Jr Sharks Jersey program. Work with Director of the Jr Sharks on soft goods orders for the season and communicate timelines to parents and coaches. Maintain Jr Sharks uniform number assignment matrix.
8. Manage requests for transfer of players to or from other federations to the USA Hockey national office for approval.
9. Oversee registration budget and reconciliations, including balancing all Tournament registration fees with tournament coordinator/Deputy Director to ensure accounts are current.
10. Load players/coaches USA Hockey numbers into the USA Hockey Portal for upcoming year season and make rosters.
11. Oversee the coordination of tryouts in collaboration with the Jr. Sharks Director.
12. Assist in creating binders for team managers & reps for contact paperwork & medical information.
13. Manage communications with parents/players regarding any missing information on paperwork/forms, USA Hockey registration number, etc.
14. Provide oversight and ensure compliance with tracking and monitoring of all coach’s paperwork including background screening and Safesport Certification.
15. Manage Concussion Protocol paperwork/compliance and return-to-play.
16. Communicate with the Jr. Sharks Director on any rule changes with Norcal, CAHA and USA Hockey.
17. Support Jr Sharks administrative needs which could be email correspondence, website updates and or social media posts.
18. Administration of team websites.
19. Attend USA Hockey meetings which may include NorCal and CAHA.
20. Supervise/support volunteer team managers and meet with them as needed to provide updates and direction and resolve any challenges.
21. Disseminate and manage game sheet process with team managers.
22. Manage all Team travel for Tier 1 and Tier 2 teams. Coordinate bookings of hotel, and transportation for coaches and players when applicable.
23. Track coaches' expense reports and submit to finance for timely reimbursement.
24. Track player payments to ensure families are up to date and notify Jr Sharks Director when a family is in arrears.
25. Responsible for the creation and upkeep of the Jr Sharks history project. Identify players who have played for the Jr Sharks and maintain records on when they played for the club as well as where they graduated to junior, college, professional.
26. Uphold and maintain the policies and procedures of the ice arena.
27. Know emergency procedures for facility and guests.
28. Attend all Board meetings and other meetings related to association, as necessary.
29. Other duties as directed by the Director of the Jr Sharks.

Minimum Qualifications

1. Bachelors required and 4+ years of relevant experience or equivalent combination of education and experience.
2. Positive outlook, excellent communication, and interpersonal skills.
3. Ability to be a team player and collaborate well with other league officials, coaches, and volunteers to coordinate and ensure the smooth operation of the league.
4. Ability to use good judgement and demonstrate professional conduct.
5. Self-Motivated with the ability to work independently and take initiative.
6. Proficiency in using databases and spreadsheets to manage player rosters, track registration fees, and maintain records.
7. Excellent customer service skills, including handling inquiries, complaints, and providing guidance on the registration process.
8. Familiarity with registration software and online systems used for managing registrations and communications.
9. Ability to effectively prioritize tasks to meet deadlines, especially during peak registration periods.
10. Ability to maintain accurate and up-to-date records of player registrations, payments, and other relevant documents. Ability to work weekends and evenings.
11. Required to attend all Board meetings and other meetings related to association, as necessary.
12. Ability to collaborate well with co-workers.

Physical Requirements

1. Ability to sit, stand and utilize a computer for extended periods of time.
2. Communicate via phone and email with a variety of individuals.
3. Ability to bend at the waist, reach overhead and lift up to 15 lbs with or without accommodation.
4. Physically navigate stairs and catwalks at SSE facilities during normal work hours and events with or without accommodation.
5. Ability to work occasional extended hours including nights, weekends, holidays (all with advance notice).
6. May be required to travel to other company locations.
7. May be required to attend conference, events, and training sessions within Bay Area or in- or out-of-state locations.

What We Offer

1. Competitive compensation (base salary and variable incentive plan).
2. Medical/Dental/Vision/Flexible Spending Accounts (all LGBTQ+ friendly).
3. 401K (pre-tax and Roth options).
4. Generous Paid Time Off Policy.
5. Minimum of 10 Paid Holidays and Wellness Days per year.
6. Complimentary or discounted sports and concert tickets.
7. Other League & partner discounts.
8. Central office location in downtown San Jose at the heart of Silicon Valley; convenient access to Caltrain, VTA, major freeways and free parking.
9. An inclusive culture which values diversity of background and a passion to improve our SSE’s commitment to change with impact on our community and industry.
10. Potential for flexible scheduling and telework opportunities.
11. Free access to on-site Volta EV charging stations on non-event days.

This position is not eligible for U.S. work authorization sponsorship.

Summary:

Born in 1991, Sharks Sports and Entertainment (“SSE”) has grown into a multi-faceted organization that includes the SAP Center, the NHL San Jose Sharks, the AHL San Jose Barracuda, the Tech CU Arena, three Sharks Ice facilities, and the non-profit Sharks Foundation. Additionally, we are growing our organization through expansion in the Bay Area and surrounding communities in Northern California.

We work and play in the Bay Area, and are deeply influenced by the technology, innovation, diversity, and commitment to excellence that surrounds us. Our culture is transforming to reflect those values, with an eye towards a pioneering, forward-thinking, and inclusive environment in sports and entertainment.

We live, work, and innovate by a set of Pioneering Principles:

1. T – Team success is more important than individual success.
2. E – Exceptional experience is non-negotiable in everything we do.
3. A – Appreciate others for their diversity and opinions.
4. M – More risk leads to more rewards and expands our comfort zones.
5. T – Trust that all teammates have the best intentions.
6. E – Empower all teammates to make informed decisions.
7. A – Always say what you really mean and do what you say.
8. L – Lead by showing the respect to others you expect from them.

We strive to unite people through a shared love of ice sports, entertainment, and our hometown. We are #TealTogether.

Our Commitment to Diversity, Inclusion & Belonging

Here at Team Teal, we recognize and celebrate that individuals come with a wealth of experience and talent well beyond any list of required skills and qualifications – in fact, we believe diversity of backgrounds and skills, combined with passion, are the most important keys to meaningful innovation and excellence. Therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.

Equal Opportunity Employer

Sharks Sports and Entertainment is an equal opportunity employer. We accept our responsibility to make employment decisions without regard to race, religious creed, color, age, sex, sexual orientation, gender identity, gender expression, national origin, marital status, medical condition as defined by state law (genetic characteristics or cancer), physical or mental disability, military service or veterans’ status, pregnancy, childbirth and related medical conditions, genetic information, or any other classification protected by applicable federal, state, and local laws and ordinances.