Administrative Coordinator, Athletics

Whitworth University; Spokane (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

Whitworth University in Spokane, WA is seeking an Administrative Coordinator for the Athletics Department to support the Director of Athletics and staff with scheduling, communications, and financial processes. This 0.52 FTE, 12-month role provides leadership to student employees and contributes to a collaborative athletics program.

The position coordinates a wide range of administrative tasks, including events, budgets, and records, while promoting a service-oriented environment aligned with

Qualifications

• One to two years of administrative, office, customer service or related experience.
• Familiarity with an athletics culture, preferably in college athletics.
• Demonstrated commitment to excellence, service, and being a team player.
• A personal commitment to the Christian faith and to the integration of faith and learning.
• Commitment to the educational mission of Whitworth University.

Responsibilities

• Provide administrative support to the Director of Athletics, including scheduling and meeting preparation.
• Scheduling and coordination of department meetings, retreats, and events.
• Assist with purchasing, invoicing, budget tracking, work orders, vendor payments, and financial deposits.
• Maintain organized records and handle confidential information with discretion.
• Hire, train and supervise student employees and graduate assistants, establishing expectations and providing ongoing coaching, feedback and support.
• Coordinate communication and information across the Athletics Department.
• Support special projects of the Director of Athletics.
• Provide general administrative support that contributes to an organized, responsive, and dynamic Athletics Department.

Skills

Interpersonal communication

Organizational skills

Recruit/train/supervise student staff

Microsoft 365

Tools

Microsoft 365

Job description

The Administrative Coordinator helps keep the Athletics Department organized, connected, and running smoothly. Working closely with the Director of Athletics and athletics staff, this position coordinates a wide range of administrative and operational activities, including scheduling, departmental communications, financial processes, personnel coordination, events, and special projects. The role also provides leadership to student employees and graduate assistants and contributes to a collaborative, service-oriented environment within a dynamic collegiate athletics program.

This is a 0.52 FTE, 12-month position budgeted for 1,083 hours annually, with a schedule designed to flex with the rhythm of the Athletics year. The position will typically average around 20 hours per week during busier months, generally July through May, with reduced hours during quieter periods. The specific schedule will be developed in partnership with the Director of Athletics, providing flexibility while ensuring strong support during key times of the athletic calendar.

Athletic Director and Department Administrative Support | 60%

• Provide administrative support to the Director of Athletics, including scheduling and meeting preparation.
• Scheduling and coordination of 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 student-athlete database - Teamworks
• Assist Director of Compliance in monitoring student-athlete eligibility.
• Coordinate communication and information across the Athletics Department.
• Support special projects of the Director of Athletics.
• Provide general administrative support that contributes to an organized, responsive, and dynamic Athletics Department.

Specialized Functions | 25%

• Coordinate part-time and volunteer contracts.
• Coordinate contracts for camp staffing.
• Track and assign various training for coaches and athletics staff.
• Hire, train and supervise student employees and graduate assistants, establishing expectations and providing ongoing coaching, feedback and support.

Event and Facility Coordination | 10%

• Assist in the planning, organizing, and implementation of various Athletic Department events, including hosted championships, recognition, and fundraising events.
• Serve as the Building Monitor for the Whitworth Athletics Leadership Team Center (WALT).

Other Responsibilities | 5%

• Become a go‑to resource for information about campus-wide systems, programs, services, and resources.
• Represent the Athletic Department on campus-wide committees.
• Identify opportunities to improve administrative processes, service, and efficiency within the department.

• Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• One to two years of administrative, office, customer service or related experience; an equivalent combination of education and experience will be considered.
• Familiarity with an athletics culture, preferably in college athletics.
• Demonstrated commitment to excellence, service, and being a team player.
• A personal commitment to the Christian faith and to the integration of faith and learning.
• Commitment to the educational mission of Whitworth University as a comprehensive Christian liberal arts university.

Core Competencies

• Strong interpersonal, written, verbal, and professional communication skills, with 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.
• Demonstrated ability to collaborate with a wide variety of people and university departments.
• Ability to recruit, train, schedule, supervise, and provide coaching to 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.

Preferred Qualifications

• 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.

Schedule

This position is a 0.52 FTE, 12-month role budgeted for 1,083 hours annually, with weekly hours varying.

Occasional evening or weekend work may be required to support athletic events.

Whitworth University is a Christian liberal arts university. Our mission is to provide a diverse student body with an education of both mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with our mission and integrate their Christian faith into their work.

A background check and sexual misconduct check will be required of the successful candidate.

Applicants must be legally authorized to work in the United States at the time of hire and maintain valid work authorization throughout the duration of employment, including those on OPT. Whitworth University does not offer visa sponsorship for this position.