First Tee--Greater St. Louis
Office & Program Administrator
Organization: First Tee – Greater St. Louis
Reports To: Executive Director | Status: Full-Time | Location: St. Louis, MO
Chapter Overview
For nearly 20 years, First Tee – Greater St. Louis has been using the platform of golf to provide innovative and experiential learning opportunities for young people. Character education and long-term life skills are at the heart of our programs, which are delivered by coaches trained in positive youth development. We offer character education programs at golf courses, elementary schools, middle schools, and youth centers throughout the St. Louis region.
Mission Statement
Through the game of golf, we will be recognized as a Game Changer in youth development in our region.
Position Summary
The Office & Program Administrator plays a vital role in the day-to-day operations of First Tee – Greater St. Louis. This individual is responsible for managing program administration, participant and donor databases, parent and family communications, and organizational compliance. They serve as the operational backbone of the chapter, ensuring programs run smoothly and that participants, families, and staff have the support and information they need. This position requires a highly organized, detail-oriented, and tech-savvy professional who is passionate about the mission of First Tee.
Key Criteria for Success
Manage multiple administrative responsibilities with strong attention to detail in a fast-paced environment
Communicate clearly and professionally with families, donors, staff, and community partners
Utilize technology effectively, including Salesforce, Microsoft Office, Constant Contact, Eleo, WordPress and other organizational tools
Maintain accurate, up-to-date records across program, donor, and compliance systems
Demonstrate reliability, flexibility, and a proactive, solutions-oriented attitude
Duties and Responsibilities
Program Administration
Create, manage, and maintain all program and class listings in Salesforce, including seasonal registration setup, updates, and participant records
Oversee participant registration processes, including payment processing and general family communication
Monitor weather conditions and communicate program cancellations or changes to participants, families, coaches, and staff in a timely manner
Assist with scheduling and logistics for programs and special events as needed
Support the program team with administrative needs across all locations and program types
Parent & Family Communications
Serve as a primary point of contact for participant families, responding to inquiries professionally and promptly
Draft, distribute, and manage communications including program announcements, cancellation notices, registration reminders, and general updates
Maintain accurate family and participant contact information within Salesforce
Donor Database Management
Oversee and maintain the donor database in Eleo, including inputting new and existing donors, processing gift records, and generating acknowledgment letters and receipts
Generate mailing lists and donor reports to support development and fundraising activities
Assist the Executive Director with donor stewardship communications and fundraising administration
SafeSport & Compliance
Serve as the chapter’s primary point of contact for SafeSport compliance, ensuring all coaches, board members, volunteers, and staff meet required certification and training standards
Maintain accurate and current records of SafeSport certifications and background checks
Communicate deadlines, requirements, and updates to relevant staff, board members and volunteers
Ensure adherence to First Tee’s child protection policies and procedures
Office Administration
Support the Executive Director with scheduling, correspondence, and general administrative tasks
Maintain organized digital and physical filing systems
Assist with supply ordering, vendor communications, and general office operations
Other duties as assigned by the Executive Director
Key Attributes
Organized – Manages multiple systems and deadlines simultaneously
Responsive – Readily replies to inquiries from all stakeholders
Detail-Oriented – Maintains accuracy across databases and records
Collaborative – Works effectively as part of a team
Reliable – Dependable and consistent in follow-through
Ethical – Handles sensitive information with integrity
Flexible – Adapts to shifting priorities in a dynamic environment
Mission-Driven – Passionate about First Tee’s impact on youth
Self-Starter- Takes initiative and works independently with strong follow-through
Qualifications
Bachelor’s degree in business administration, communications, or related field preferred; equivalent experience considered
Minimum 2 years of experience in administrative, office management, or program coordination role
Proficiency in Salesforce or similar CRM/database systems strongly preferred
Strong proficiency in Microsoft Office Suite and Google Suite
Excellent written and verbal communication skills
Experience with or willingness to learn SafeSport compliance processes
Experience with or willingness to learn WordPress
Ability to work independently and exercise sound judgment
A genuine passion for the mission of First Tee and a desire to positively impact the lives of youth
Must be willing to complete a background check prior to employment
This position is primarily remote with required on-site presence for programs, events, and scheduled sessions.
Compensation
Salary range: $41,000–$50,000
$50/month cell phone reimbursement
Option to participate in 401(k)
Equal Employment Opportunity
First Tee – Greater St. Louis provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
This position is open until filled. Early applications are encouraged.
To apply, please submit a cover letter and resume to Mary Swanson, Executive Director, mswanson@firstteestlouis.org
