Academy Administrator

Seattle Reign FC•Renton, WA

12d•$22•Hybrid

About The Position

The Academy Administrator supports the day-to-day execution of all non-soccer activities for Seattle Reign Academy. This role ensures the smooth operation of programs by managing logistics, coordinating communication, and providing administrative support across all teams and events.

Requirements

Previous experience in an administrative role / office environment.
Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Demonstrated ability to develop and maintain positive, cross-functional relationships with internal and external stakeholders
Team player who is willing to jump in to support.
Ability to multi-task to deliver thorough work outcomes.
Excellent verbal and written communication skills as well as the ability to effectively present information.
High degree of discretion and confidentiality.
A curiosity for learning to take on new challenges and further personal knowledge.
Must reside within Washington state upon date of hire.
Must be eligible to work in the US without sponsorship

Responsibilities

Manage player and team registrations across multiple platforms (e.g., GotSport, Girls Academy, US Club Soccer).
Oversee league and tournament registrations, ensuring all deadlines and eligibility requirements are met.
Maintain accurate rosters, waivers, and compliance documentation for all teams/players/staff.
Serve as a point of contact for families regarding registration questions, forms, and documentation.
Ensure all player records are organized and in compliance with league and club standards.
Onboard new staff and players according to protocols
Create, update, and maintain the Academy’s master training calendar, ensuring all training sessions, games, and events are accurately scheduled.
Coordinate field reservations and scheduling with coaches, staff, and partner facilities.
Oversee game day logistics, including referee assignments, video coordination, and equipment setup.
Manage and maintain operational platforms such as TeamSnap & GotSport, ensuring all schedules, rosters, and team information remain current.
Serve as the main point of contact for schedule-related inquiries, providing timely communication and updates to staff, players, and families.
Assist with team travel arrangements including hotel bookings, flights, and rental cars for Academy teams and staff.
Maintain a travel master list to track itineraries, rooming lists, and travel budgets.
Manage team travel billing and reconciliation, including projecting trip costs in advance, setting up player billing prior to travel, and reconciling actual expenses post-trip to issue accurate final invoices to each traveler.
Coordinate with coaches and team managers to confirm travel logistics and schedules.
Support players, families, and staff with travel information, reimbursements, and changes.
Collaborate with Operations staff to ensure smooth travel-day execution for tournaments and showcases.
Coordinate all aspects of the Academy’s uniform ordering process, including communicating with soccer.com, to ensure uniform ordering is ready to go upon the start of the season
Manage gear & equipment order for coaches at the beginning of the season
Maintain accurate inventory records to ensure sufficient stock levels for the season.
Communicate clearly with families and staff regarding uniform procedures & deadlines