Under the direction of the Regional Manager, the Sport Programs Administration Officer is responsible for the efficient administration, coordination, and delivery of the organisation’s sporting programs, including high performance support services. A key focus of the role is providing administrative support to the Program Manager, coaches, and athletes to ensure smooth program operations.

Key Responsibilities

Under the guidance of the Regional Manager and Sport Programs Manager, the SPAO will ensure the effective administration of the organisation’s core activities, including but not limited to:

Athlete Administration & Communication

• Provide accurate and timely information and support to all athletes and their parents/guardians.
• Ensure all program communications are clear, consistent, and delivered in a timely manner.

Office & Administrative Support

• Provide administration support primarily to the Western Sydney Academy of Sport (WSAS) office, with occasional support to other offices as required.
• Manage communications across apps, email correspondence, word processing, data management, reporting, media liaison, and other administrative tasks as needed.
• Maintain accurate records and contact information for all athletes, past and present, including updating Academy databases.

Program Coordination

• Work closely with program staff, communications, and events teams to stay informed of sport program schedules and upcoming events.
• Ensure athletes and parents are well-informed about Academy program schedules.
• Support the management of major events in your region and neighbouring regions (e.g., Coach Conference, Awards Evenings, Your Local Club Academy Games tour, corporate golf day), ensuring operational excellence and consistency with organisational frameworks.

Technology & Reporting

• Manage the integration of technology into sport programs (e.g., Lumin, Salesforce, sports science testing).
• Ensure all relevant results and reports are provided to coaches and athletes promptly.
• Maintain and optimise the use of Lumin, the organisation’s online engagement tool.
• Maintain Salesforce, the organisation’s cloud-based CRM system.
• Manage evaluation surveys, feedback, and documentation.

Facilities & Financial Management

• Coordinate key facility bookings and maintain relationships for training sessions and camps.
• Manage accounting records, including the effective redemption of Active Kids Vouchers.

Additional Duties

• Coordinate Academy events and camps.
• Undertake other duties as requested by the Executive Leadership Team or Regional Manager.

• This position reports directly to the Regional Manager. Additional support is available with senior management at all offices, including the region’s Sport Programs Manager.
• The Sport Programs Administration Officer will be required to work with many volunteers aligned to sport programs (e.g. coaches, assistant coaches, and squad managers) across the organisation’s sporting programs.
• The Sport Programs Administration Officer is required to work in a close and collaborative manner with the sport’s programs staff from all offices.
• The Sport Programs Administration Officer is required to work in a close and collaborative manner with the Group Chief Operating Officer (COO) and other senior managers within the Academies.

• Strong interest in sport.
• Internet proficiency with excellent MS Word, Excel, and Outlook skills.
• Well-developed written and verbal communication skills.
• Effective time management and forward planning skills.
• High attention to detail and ability to maintain high standards of RAS ltd.
• High interest and demonstrated experience in a stakeholder’s communications role with some experience in online multimedia technologies.
• An understanding and acceptance the role may bridge multiple organisations
• A broad understanding of competition schedules and coaching trends and traditions across a wide range of sports.
• A strong desire to keep pushing the boundaries, innovating, and driving the development of the field of strength and conditioning.
• An awareness of the essential need to be a ‘Child Safe’ sporting organisation.
• An excellent and timely communicator, able to self-manage effectively to complete tasks on time to a high standard and work effectively under pressure. Highly driven to continually drive standards of yourself and those around you.