Program Administrator

Organization: Kirkwood Ski Education Foundation (KSEF)
Location: Kirkwood Mountain Resort (On-Site; Not Remote or Hybrid)
Employment Type: Full-Time Seasonal, Hourly (Non-Exempt)
Travel Requirement: Up to 50%
Housing: Eligible for Employee Housing
Reports To: Executive Director
Wage Range: DOE $34 – $38 per hour

Time Management: On-Mtn - 50% | Office - 50% 

Organization Overview: The Kirkwood Ski Education Foundation (KSEF) is a certified California 501(c)(3) nonprofit dedicated to fostering athletic excellence, character development, and a lifelong love of skiing and snowboarding. Located at Kirkwood Mountain Resort, KSEF provides a dynamic and collaborative environment, working closely with athletes, families, community partners, and stakeholders.

Position Summary: The Program Administrator plays a pivotal role in ensuring the smooth operation of KSEF’s programs. Reporting directly to the Executive Director, this position oversees day-to-day administration, compliance, event coordination, and community engagement. In addition, the Program Administrator works on budgeting for specific events and initiatives, coordinates volunteer contributions, and collaborates with committees to advance KSEF’s mission.

Key Responsibilities

Administrative Support

• Assist the Executive Director with scheduling, time management, and record-keeping.

• Maintain and update organizational calendars, including competition schedules, training sessions, and events.

• Ensure timely submission of documentation for regulatory and compliance purposes.

Compliance & Oversight
• Coordinate compliance with USSS, USASA, and U.S. Center for SafeSport® guidelines.

• Stay current with relevant policies, updating internal procedures as needed.

Website & Communications
• Maintain and regularly update the KSEF website with events, results, and announcements.

• Develop and distribute clear, inclusive communications to athletes, families, and community stakeholders.

• Serve as a liaison for logistical inquiries, ensuring timely and accurate responses.

Event & Program Coordination
• Oversee race enrollment across multiple age groups, ensuring accurate registration and compliance.

• Act as Co-Chair of the Head to Head/Annual Gala, working with staff, volunteers, and committees.

• Coordinate committee chairs for fundraisers and community events, providing guidance and support.

Community Engagement & Volunteer Management
• Track volunteer hours, educating and mobilizing parents and community members for support.

• Build relationships with community partners to enhance KSEF’s visibility and resources.

Program Strategy & Operations
• Develop and implement program strategies in line with KSEF’s mission and goals.

• Oversee daily program operations, ensuring alignment with the needs of athletes, coaches, and families.

• Identify and address program barriers, recommending improvements as necessary.

Coach Retention & Recruitment
• Assist the Executive Director in creating and executing coach recruitment and retention programs.

• Collaborate with coaching staff to understand their needs and support professional development opportunities.

Housing Administration & Liaison
• Serve as the primary Housing Administrator for KSEF staff utilizing employee housing.

• Coordinate housing occupancy, communicate policies, and address housing-related concerns promptly.

Financial Management
• Prepare and manage budgets for program initiatives and special events.

• Monitor expenses to ensure financial sustainability and alignment with organizational objectives.

• Collaborate with the Executive Director to review financial reports and forecasts

Staff & Volunteer Leadership
• Recruit, supervise, and train program staff and volunteers, promoting a collaborative environment.

• Provide ongoing feedback, coaching, and development opportunities.

Monitoring & Evaluation
• Track and evaluate program effectiveness, implementing improvements where needed.

• Prepare and present comprehensive program reports to the Executive Director and Board of Directors.

Compliance & Reporting
• Maintain compliance with all relevant laws, regulations, and guidelines applicable to nonprofit and youth sports in California.

• Keep documentation and records updated for audits and organizational reviews.

Qualifications

USSS Certification:
• USSS Level 100 or higher (required), reflecting a foundational knowledge of ski program standards and safety.

Education:
• Bachelor’s degree in Business Administration, Social Work, or a related field (or equivalent experience).

Experience:
• Proven experience as a Program Director, Program Manager, or similar role in a nonprofit setting.

• Demonstrated success in program development, implementation, and evaluation.

Skills & Competencies:
• Strong budgeting and financial management capabilities.

• Excellent leadership and team management skills.

• Exceptional communication and interpersonal abilities for stakeholder engagement.

• Effective problem-solving skills, with the capacity to manage multiple priorities.

• Familiarity with (or willingness to learn) USSS, USASA, and U.S. Center for SafeSport® guidelines.

• Proficiency in website maintenance and standard digital communication tools.

Other Requirements:
• On-site presence at Kirkwood Mountain Resort.

• Ability to travel up to 45% of the time for events, meetings, etc.

• Passion for winter sports, youth development, and the mission of KSEF is highly desirable.

Why Join KSEF?

• Contribute to shaping youth athletic experiences through a community-focused nonprofit.

• Enjoy a collaborative work environment in a beautiful mountain setting.

• Eligibility for employee housing (as available) to support seasonal team members.

• Engage with high-profile events, competitions, and fundraising initiatives.

Application Details

To Apply: Please submit a resume and cover letter detailing relevant experience and your interest in joining KSEF to Board@kirkwoodskiteam.com. Applications will be reviewed on a rolling basis, and qualified candidates will be contacted for interviews.

Kirkwood Ski Education Foundation is an Equal Opportunity Employer and is committed to fostering an inclusive environment for employees, volunteers, and the community. We welcome candidates from diverse backgrounds to apply.