Pilot Club Assistant

University of Portland; Portland (OR); On-site; USD 19,000 - 23,000; Part time

Job summary

University of Portland is seeking a Pilot Club Student Assistant to support athletics hospitality and event operations on game days. You will engage donors, manage check-ins, and help with venue setup and parking during varsity home games, with a focus on soccer.

The role requires evening availability for soccer and occasional basketball games, strong communication skills, and reliability in a fast-paced environment on campus.

Qualifications

• One year of relevant experience in customer service, fundraising, sales, marketing, event execution, or related area.
• Evening availability for soccer home matches on weekdays and weekends.
• Excellent verbal and written communication with a professional demeanor.
• Ability to work with diverse groups within a university setting.
• Strong attention to detail, punctuality, and proactive in fast-paced game environments.
• Strong computer skills, including Microsoft Office, and the ability to learn new applications.
• Ability to work independently and collaboratively in a team.

Responsibilities

• Staff the majority of Men’s and Women’s Soccer home matches and select home games for Basketball.
• Greet donors, verify guest lists, and deliver professional, welcoming service.
• Assist with setting up, maintaining, and clearing hospitality spaces and parking operations.
• Distribute donor benefits and materials on game days under guidance of leadership.
• Perform other tasks as assigned by the supervisor.

Skills

Customer service

Communication

Teamwork

Reliability

Professional demeanor

Tools

Microsoft Excel

Microsoft Office

Salesforce

Adobe software

Job description

The Pilot Club Student Assistant provides essential game-day support for University of Portland Athletics hospitality and event operations. This role focuses primarily on donor engagement, check-in logistics, and venue coverage during varsity home games, with a heavy emphasis on soccer match days.

Core Duties

Game-Day Hospitality & Event Operations

• Game Availability: Staff the majority of Men’s and Women’s Soccer home matches, along with select home games for Men’s and Women’s Basketball (predominantly Friday–Sunday shifts).
• Donor Check-In & Service: Greet donors, verify guest lists, answer questions, and deliver professional, welcoming service in Pilot Club hospitality areas.
• Event Logistics: Assist with setting up, maintaining, and clearing out hospitality spaces and Pilot Club parking operations.
• Stewardship Support: Assist with distributing donor benefits and materials on game days or as needed under the guidance of the Assistant Athletic Director, Advancement.
• Additional Duties: Perform other tasks as relevant to the duties of the position or as assigned by the supervisor or supervisor’s designee.

Minimum Qualifications

• Required Experience: One year of relevant experience in customer service, fundraising, sales, marketing, event execution, or a related area (or an equivalent combination of education and experience).
• Schedule Availability: Mandatory availability for evening home matches for both Men’s and Women’s Soccer (weekdays and weekends).
• Communication & Customer Service: Excellent verbal and written communication skills, with strong, effective interpersonal skills and a professional demeanor, appearance, and tone when representing UP Athletics to donors, fans, and alumni.
• Diversity & Collaboration: Demonstrated competence with diverse groups and the ability to be an effective partner with diverse students, faculty, staff, and other key constituencies within a University setting.
• Reliability & Judgment: Strong attention to detail, ability to exercise excellent judgment, maintain punctuality, and work proactively during fast-paced game environments.
• Technical & Organizational Skills: Strong computer skills, including Microsoft Office suite, and the ability to quickly learn new applications, follow through on assignments, and meet deadlines.
• Adaptability & Teamwork: Ability to work independently, constructively receive supervisory direction, apply University policies, and collaborate effectively in a team setting.

Preferred Qualifications

• Prior experience in NCAA Division I athletics or collegiate event operations.
• Familiarity with CRM platforms such as Salesforce.
• Advanced experience with Microsoft Excel.
• Experience with Adobe software.

Physical Requirements

• Game-Day & Setup Logistics: Frequently stand and walk for extended periods, twist, and perform setup or breakdown by lifting, carrying, pushing, and pulling objects weighing up to 25 pounds routinely, and up to 50 pounds with or without assistance.
• Campus & Event Presence: Frequently attend events and activities on campus, working in varying outdoor weather conditions during Men’s and Women’s Soccer matches.
• Communication & Interaction: Frequently interact and communicate effectively with members of the University community, donors, fans, and external guests.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter

Optional Documents

Contact
University of Portland
5000 N. Willamette Blvd
Portland, Oregon
97203-5798
503.943.8484
[e-mail]