Athletics Coordinator

websteruniversity; Missouri; On-site; USD 40,000 - 60,000; Full time

Job summary

Webster University seeks an Athletics Department Administrator to plan and execute activities, manage budgets, assist with HR and student employment, and liaise with campus and external partners. You will advise on policies, handle compliance tasks, and coordinate new hires and events.

The role supports 280 student-athletes and 85-90 student workers, ensuring confidential handling of records and smooth day-to-day operations within the department.

Qualifications

• Bachelor's Degree from an accredited college or university.
• Strong organizational skills, detail-oriented.
• Ability to work on multiple projects simultaneously.
• Excellent verbal and written communication skills.
• Ability to exercise human relations skills with the university community and the public.
• Commitment to diversity and inclusive excellence.

Responsibilities

• Plans and executes activities in support of the Athletics Department.
• Assists with department finances and budgets, special events, student employment, Human Resources, and day-to-day administrative duties.
• Serves as the Athletic Department liaison to Webster University community and outside entities.
• Advises department on university policies and procedures.
• Assists with budgetary strategies, budgeting monitoring, fundraising, and P-Card reports.
• Processes check requisitions and deposits; submits annual surveys with DoE and NCAA Gender Equity reports.
• Provides information to prospective/current students, parents, administrators, alumni, and the public.
• Assists Compliance Officer with NCAA Compliance; maintains confidential student records.
• Coordinates department new hires, promotions, and separation paperwork; onboarding inquiries.
• Assists Student Employment Supervisor with 85-90 student employees; hires, trains, supervises.
• Coordinates department events including Gorlok Open, awards, tournaments, and Hall of Fame.
• Assists with travel contracts for team ground transportation.
• Confirms game schedules and supports game day operations; coordinates officials parking and room reservations.
• Maintains liaison with campus personnel and external partners.
• Recommends organizational improvements and leads actions.
• Stays updated on university programs, policies, and procedures.
• Responds to public inquiries; resolves student problems and confidential issues.
• Provides operating instruction on office equipment.
• Performs other duties as assigned.

Skills

Strong organizational skills

Detail-oriented

Multitasking

Excellent verbal and written comms

Human relations skills

Discretion and confidentiality

Commitment to diversity

Education

Bachelor's Degree

Job description

General Statement of Duties:

Plans and executes various activities in support of the Athletics Department. Assists with department finances and budgets, special events, student employment, Human Resources, and day-to-day administrative duties. Serves as the Athletic Department liaison to the Webster University community and outside entities. Exercises discretion and independent judgment in the performance of duties. Reports to the Director of Athletics.

Essential Duties and Responsibilities*

Performs administrative clerical and office support duties in support of the Director of Athletics and the head coaches. Advises department on university policies and procedures.

Assists with budgetary strategies for department entities; monitoring and tracking budget for department and teams, monitoring team specific fundraising initiatives, and reconciling P-Card monthly reports for department staff while ensuring compliance with university policies. Processes all check requisitions and deposits for Athletic Department. Uses financial system to complete and submit annual surveys with U.S. Department of Education and NCAA Gender Equity reports.

Provides institutional, departmental, conference and NCAA information in person or by telephone to prospective or current students, parents of current or prospective students, college administrators, alumni, and the public at large.

Assists Compliance Officer with NCAA Compliance for the Athletic Department. Assists with maintaining and updating confidential student Compliance records regarding student-athlete eligibility for approximately 280 student-athletes. Assists with records maintenance, organizes and evaluates NCAA paperwork to ensure compliance with University and NCAA policies. Works with head coaches as issues arise with their student-athletes and/or teams and keeps staff up to date with any rule changes.

Works with WU Human Resources and Finances to coordinate department’s new hires, promotions, and separation paperwork. Assist with new hire onboarding and address any inquiries about positions during the transition phase.

Assists Student Employment Supervisor with student employment positions. Works with Career Services to process paperwork for 85-90 student employees. Assists with paperwork submission, verifying student work study eligibility, and tracking students’ earnings. Responsible for hiring, training and supervising office assistant student workers.

Coordinates implementation for department special events including but not limited to the Gorlok Open, senior nights, parents’ receptions, Athletic Awards Ceremony, hosting conference and regional tournaments, reserving rooms for NCAA tournament watch parties, and Hall of Fame Induction.

Assists with the negotiation and approval of contacts for team ground travel (buses and rental vans).

Confirms game schedules, assist with game day management and operations, including locker room signage, coordinating the reservation of officials parking with Public Safety and reserving rooms in the University Center.

Maintains favorable liaison with college campus personnel both internally and externally.

Recommends improvements in organization and takes lead on action.

Stays abreast of university programs, policies, and procedures.

Responds to public inquiries in a courteous manner; receives and resolves student problems and complaints; refers serious problems and complaints to immediate supervisor.

Provide operating instruction on various office equipment such as computers, fax, copier, telephone, etc.

Performs other duties as assigned.

• Bachelor's Degree from an accredited college or university.


• Strong organizational skills, detail-oriented.


• Ability to work on multiple projects simultaneously.


• Excellent verbal and written communication skills.


• Ability to exercise important human relations skills in establishing and maintaining effective working relations with the university community and the public.


• Ability to maintain composure when faced with difficult situations and to effectively identify and resolve problems and to maintain strict confidentiality related to sensitive information.


• Demonstrated commitment to diversity and experience promoting inclusive excellence.