Club Administrator Full Time

Mud Club is growing! We’re a fully virtual, game-based therapy program for neurodivergent kids and teens ages 7–18, using Minecraft, VR, and creative digital play to support social skills, confidence, and meaningful connection.

As our programs expand, we’re looking for a Club Administrator to serve as the central operational hub—keeping systems organized, communication flowing, and day-to-day delivery running smoothly across teams.

If you enjoy coordinating moving parts, maintaining clean systems, and supporting a collaborative team environment, this role is a strong fit.

About The Role

The Club Administrator supports the day-to-day operations of Mud Club, ensuring that workflows, communication, and documentation are accurate, timely, and well-coordinated.

You’ll work across Clinical, Programming, Billing, Admin, and Tech teams to keep systems updated, tasks moving forward, and families supported. This is a highly collaborative, detail-oriented role with a strong focus on execution and follow-through.

What You’ll Do

Operations & Coordination

• Coordinate daily operations across teams to support smooth program delivery
• Act as a central point of communication between Clinical, Admin, Billing, Programming, and Tech
• Ensure tasks and workflows are progressing and completed on time

Systems & Documentation

• Maintain and update member records, workflows, and tracking systems (Dynamics and related tools)
• Ensure accuracy and consistency across administrative platforms
• Track and close weekly, monthly, and end-of-cycle operational tasks

Member & Family Support (Non-Clinical)

• Communicate with families via Microsoft Teams posts and messages, including updates, reminders, and general program communication
• Support onboarding, scheduling changes, pauses, and discharges
• Communicate with families regarding administrative updates and next steps
• Ensure a clear, professional, and responsive experience for families

Reporting & Documentation Support

• Support drafting and coordination of Progress Reports (non-clinical components, formatting, tracking deadlines)
• Coordinate and track Letters of Recommendation (LORs) and Justification for Equipment (JFE) requests
• Ensure documentation is completed accurately and shared in a timely manner

Process Improvement

• Identify gaps or inefficiencies in workflows
• Contribute to improving systems, documentation, and coordination processes
• Participate in team meetings and operational planning

What We’re Looking For

• Experience in administration, operations, coordination, or program support
• Strong attention to detail and ability to manage multiple workflows
• Clear, professional communication skills
• Comfortable working across teams and managing handoffs
• Tech-comfortable (CRM systems, spreadsheets, Teams, task management tools)
• Reliable, organized, and proactive

Nice-to-Have

• Experience in healthcare, education, or youth programming environments
• Familiarity with documentation workflows (reports, forms, coordination)
• Experience working in remote teams
• Interest in gaming or neurodiversity-affirming environments

Why Join Mud Club?

• Fully remote, collaborative team environment
• Clear systems with opportunities to improve and grow
• Meaningful work supporting kids and families
• Exposure to operations across clinical and program delivery teams
• Opportunities for growth within operations and systems leadership

Performance Indicators

• Accurate and timely completion of operational workflows and system updates
• Smooth coordination between teams with minimal breakdowns
• Clear, professional communication with families and staff
• Reliable tracking and completion of onboarding, LORs, JFEs, progress reports, and discharges
• Proactive identification of gaps and contribution to process improvements

Compensation

• CAD $60,000 per year

How To Apply

Complete the application form and questionnaire.