Administrative Coordinator, Athletics

Whitworth University•Whitworth University Campus, WA

7d•Onsite

About The Position

The Administrative Coordinator helps keep Whitworth University’s Athletics Department organized, connected, and running smoothly. Based on campus, the role works closely with the Director of Athletics and athletics staff to coordinate administrative and operational activities, including scheduling, communications, financial processes, personnel coordination, events, and special projects. The position also leads student employees and graduate assistants and contributes to a collaborative, service-oriented collegiate athletics environment. This is a 0.52 FTE, 12-month position budgeted for 1,083 hours annually. Weekly hours vary with the Athletics calendar, typically averaging around 20 hours per week during busier months, generally July through May, with reduced hours during quieter periods. The schedule is developed in partnership with the Director of Athletics. Occasional evening or weekend work may be required to support athletic events.

Requirements

One to two years of administrative, office, customer service, or related experience; an equivalent combination of education and experience will be considered.
Familiarity with athletics culture, preferably in college athletics.
Demonstrated commitment to excellence, service, and teamwork.
Personal commitment to the Christian faith and to integrating faith and learning.
Commitment to Whitworth University’s educational mission as a comprehensive Christian liberal arts university.
Strong interpersonal, written, verbal, and professional communication skills, including the ability to interact effectively with students, employees, and members of the public.
Strong organizational skills, attention to detail, and ability to manage multiple priorities and remain effective amid frequent interruptions.
Sound judgment, discretion, and professionalism when handling confidential or sensitive information.
Ability to collaborate with a wide variety of people and university departments.
Ability to recruit, train, schedule, supervise, and coach student employees.
Proficiency with Microsoft 365 and willingness and ability to learn new technologies and university systems.
Ability to take initiative, anticipate needs, solve routine problems independently, and recognize when issues should be elevated.
Legal authorization to work in the United States at the time of hire and valid work authorization throughout employment; Whitworth does not offer visa sponsorship.

Nice To Haves

Experience in college athletics or an executive or administrative office environment.
Experience supervising or providing oversight to student or part-time employees.
Experience with CRM, scheduling, event management, or similar systems.

Responsibilities

Provide administrative support to the Director of Athletics, including scheduling and meeting preparation.
Schedule and coordinate department meetings, retreats, and events.
Assist with purchasing, invoicing, budget tracking, work orders, vendor payments, and financial deposits.
Maintain organized electronic and physical records and handle confidential or sensitive information with appropriate discretion.
Maintain and manage the student-athlete database, Teamworks.
Assist the Director of Compliance in monitoring student-athlete eligibility.
Coordinate communication and information across the Athletics Department.
Support special projects for the Director of Athletics.
Provide general administrative support to help maintain an organized, responsive, and dynamic Athletics Department.
Coordinate part-time and volunteer contracts, as well as contracts for camp staffing.
Track and assign training for coaches and athletics staff.
Hire, train, and supervise student employees and graduate assistants, setting expectations and providing ongoing coaching, feedback, and support.
Assist with planning, organizing, and implementing Athletics Department events, including hosted championships, recognition events, and fundraising events.
Serve as Building Monitor for the Whitworth Athletics Leadership Team Center (WALT).
Become a resource for information about campus-wide systems, programs, services, and resources.
Represent the Athletics Department on campus-wide committees.
Identify opportunities to improve departmental administrative processes, service, and efficiency.