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.

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…