Athletics Coordinator

Webster-University; Webster Groves (MO); On-site; USD 42,000 - 56,000; Full time

Job summary

Webster University’s Athletics Department seeks an experienced administrative professional to plan and execute a wide range of support activities. You will assist with budgets, student employment, HR processes, compliance, and day-to-day operations.

Reports to the Director of Athletics and coordinates with coaches, HR, and Career Services to facilitate onboarding, events, and confidential records while upholding university policies and NCAA requirements.

Qualifications

• Bachelor's Degree from an accredited college or university.
• Strong organizational skills and attention to detail.
• Ability to work on multiple projects simultaneously.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion.

Responsibilities

• Assist with department finances, budgets, and budget monitoring.
• Support day-to-day administrative duties and office operations.
• Coordinate student employment and onboarding with HR.
• Prepare reports for NCAA Gender Equity and Education surveys.
• Liaise with students, parents, alumni and university staff.

Skills

Multitasking

Organizational skills

Communication skills

Discretion/Confidentiality

Diversity awareness

Education

Bachelor's Degree

Master's Degree

Tools

Accounting software

Office software

Job description

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.

Location

Webster Groves Campus-WEBG

Minimum 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 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.

Preferred Qualifications

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

Knowledge of university and NCAA guidelines, standards, and procedures.

Knowledge of accounting programs and practices.

Ability to prioritize and work autonomously in a fast-paced environment.

Ability to utilize office equipment.

Department

Athletic Office-ATHL

Physical Demands

• Periodic travel is required.
• May be required to work irregular hours.

This Company is an Equal Opportunity Employer, and does not discriminate on the basis of race, gender, ethnicity, religion, national origin, age, disability, veteran status, or on any other basis prohibited by law. Information on race, gender and national origin will only be used for statistical and recordkeeping purposes, and will not be used in making any employment decisions. All information provided will be kept separate from your expression of interest. Providing this information is strictly voluntary, and you will not be subjected to any adverse action or treatment if you choose not to provide this information. If you do not choose to answer these questions, we ask that you select "Decline to Identify" for each question. Thank you for your voluntary cooperation.