Events and Travel Manager - Athletic Administration

National Association of Collegiate Directors of Athletics; St. Louis (MO); On-site; USD 60,000 - 75,000; Full time

Job summary

WashU in St. Louis seeks a detail‑oriented travel and events coordinator to manage travel estimates, booking, and reconciliation for varsity programs. You will coordinate ground transportation, manage budgets, and maintain travel schedules in collaboration with coaches and staff.

The role includes handling event logistics, creating schedules, preparing contracts, and serving as a primary contact for travel inquiries, ensuring accuracy and timeliness in all related documentation.

Qualifications

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• 3 Years of work experience in Communications, Employee Engagement, Marketing, And Event Planning.
• A driver's license is not required for this position.

Responsibilities

• Prepare, calculate and produce travel related estimates/advances for teams based on approved travel schedules and contracts.
• Coordinate all ground transportation for the Department.
• Order buses with contracted charter bus company for varsity team practices and competitions.
• Serve as primary source of information to the general public, administrative and coaching staff and students, on varsity team travel policies and procedures.
• Respond to inquiries from staff, travel partners and others to resolve routine and non-routine problems, and consult with supervisors on more complex issues.
• Maintain and update varsity team travel schedule database and prepare and track varsity athletic contest contracts.
• Monitor travel related budgets and maintain data on spreadsheets; compare invoices with expenditures and resolve discrepancies.

Skills

Adaptability

Analytical Problem Solving

Computer Applications

Customer Service

Database Programs

Decision Making

Fast-Paced Environments

Oral Communications

Project Administration

Project Coordination

Relationship Building

Reservation Systems

Self-Organization

Spreadsheets

Supervisory Management

Team Leadership

Word Processing

Written Communication

Education

Bachelor’s degree

Master's degree

Job description

Primary Duties & Responsibilities:

Prepare, calculate and produce travel related estimates/advances for teams based on approved travel schedules and contracts. Update hotels with team room assignments and payment information. Assist with the reconciliation process after travel has been completed. Coordinate all ground transportation for the Department. Order buses with contracted charter bus company for varsity team practices and competitions.

Serve as primary source of information to the general public, administrative and coaching staff and students, on varsity team travel policies and procedures. Respond to a variety of inquiries from staff, travel partners and others to resolve routine and non-routine problems, and consult with supervisors or others, as needed on more complex issues.

Ensure the accuracy and timely updating of the athletics travel schedule for all coaches on travel related components. Customize and/or compose correspondence on own initiative or in response to administrative, varsity team travel, travel advances and reconciliation matters for supervisor's review and approval. Proofread documents for accuracy and completeness. Modify and/or create databases and complex spreadsheets. Maintain and modify varsity team schedule database and prepare and track varsity athletic contest contracts.

Monitor activity of travel related budgets and maintain data on spreadsheets. Compare invoices with actual expenditures and investigate and resolve discrepancies with coaches and administrators. Record and track expenditures and or prepare payments in the University's financial system ensuring that they are posted to the proper accounts.

Manage and execute events including logistics requiring coordination with internal and external partners in an effective and efficient manner and acting as the primary point of contact. Events include home athletic contests (regular and post-season), the annual fundraising golf tournament, practices and team events, and events for external parties and campus partners.

Responsibilities include oversight of the Game Day experience including coordination between all department areas (e.g. coaches, marketing and promotions, athletic training, administration) involved in the Game Day experience; staffing events; developing and maintaining procedure manuals; administering event contracts; maintaining the home and away events calendar; developing and maintaining hosting protocols; and creating, maintaining, and communicating event and facilities schedules with external and internal units, coaches, and visiting teams.

Generate revenue through external events held in Athletic facilities.

Recruit, hire, train, and supervise event staff – including student staff and integrating full-time athletic coaches when they are out-of-season.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education. Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Communications, Employee Engagement, Marketing, And Event Planning (3 Years)

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Master's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting. Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Adaptability, Analytical Problem Solving, Computer Applications, Customer Service, Database Programs, Decision Making, Fast-Paced Environments, Oral Communications, Project Administration, Project Coordination, Relationship Building, Reservation Systems, Self-Organization (Business), Spreadsheets, Supervisory Management, Team Leadership, Word Processing, Written Communication