Pony Club Seeking Activities & Events Coordinator/Systems Administrator

The United States Pony Club is hiring an Activities and Events Coordinator/Systems Administrator. 

This position will:
  • Assist in the facilitation of all activities programs and events through cooperation with the Activities and Events Director as well as the Activities Council and Committee members
  • Encourage and assist volunteers in meeting deadlines and obligations; provides support for and assistance to the VP of Activities and other volunteers
  • Work with IT consultants to support, maintain, and evaluate computer networking needs. 
  • Advises on technology needs of the National Office and organization
  • Performs other related duties as assigned


  • Work as part of a team with National Office staff
  • Have strong problem solving, critical thinking, organizational, written and oral communication, and people skills to successfully work with various levels of Pony Club volunteers (customer service is an important consideration)
  • Must be computer literate in Word Processing, Data Entry, have knowledge of computer hardware and software and enjoy sharing that knowledge with others
  • Some travel and overtime (evening and weekend hours) work may be required


  • Activities Department
    • Assists in facilitating Activities Programs and Committees. 
    • Rulebooks – Assists in the review and proofing of discipline rulebooks
    • Coordinates dissemination of Activities information through vehicles such as E-News, Pony Club News, and the digests.
    • Serves at the liaison with International Exchange committee to assist in organizing exchanges.
    • Processes Activities related Awards and Certificates throughout the year.
  • Equine Symposium and Convention
    • Assists in organizing, creating registration system, processing registrations and creating registration packets.
    • Helps create promotional materials and assists in promotion of event.
    • Coordinates with National Committees for workshop topics and works with presenters to create a workshop schedule.
    • Maintains the Convention module of the database, provides registration information updates as requested, maintains historical statistics.
    • Provides timely and accurate reports to assist in preparing guarantee numbers for meals and other planning purposes.
    • Provides audio visual technical assistance before, and during the event to presenters.
    • Assist in the loading, unloading and set up of event related supplies and equipment weighing up to 50 pounds. 
  • Festival/Championships
    • Assists in organizing, creating registration system and processing registrations.
    • Helps create promotional materials and assists in promotion of event.
    • Maintains the Championships module of the database and timely and accurate reports to assist in planning purposes.
    • Reviews entries and coordinates with Discipline Secretaries to resolve issues.
    • Processes entries and works with Activities and Events Director to create event/ride schedules as requested. 
    • Coordinates with Discipline Secretaries to prepare registration packets.
    • Maintains inventory of Signs, Banners, and all Championships materials stored at the USPC National Office.
    • Assist in the loading, unloading and set up of event related supplies and equipment (pop up tents, water troughs, boxes of trophies, boxes of sponsor prizes, etc.) weighing up to 50 pounds. 
  • Systems Administrator
    • Serves as contact person for USPC IT consultant as necessary.
    • Coordinates with third party groups regarding IT needs (AccountMate, USEF)
    • Provides support for all computer systems within the office (Plan and implement major upgrades and system replacements). 
    • Initially troubleshoot hardware and software problems and monitor network performance.
    • Monitors server backups and maintain offsite external hard drive for back-ups.
    • Responsible for new staff computer system orientation.
    • Maintains an inventory of parts for emergency repairs.
    • Maintains documentation of computer assets and software licenses.
    • Recommends systems/processes improvements when appropriate.
    • Technology budgeting in coordination with Content/Data Manager.
    • Administers and maintains user e-mail accounts; provide e-mail training and support.
    • Maintenance and updating of Disaster Recovery Plan. 
    • Coordinate and provide AV support for all special events (Board Meetings, Annual Meeting, Championships, Seminars, etc.).
Please email resume and cover letter to Karen Clark at mainoffice@ponyclub.org 
For more information, please follow this link.

Posted: November 27, 2017


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