Pilot Club Assistant

University Of Portland; Portland, Northern (OR, KY); Hybrid; USD 21,000 - 30,000; Part time

Job summary

University of Portland seeks a Pilot Club Student Assistant to support game-day hospitality and event operations for varsity home games, with emphasis on soccer match days. The role focuses on donor engagement, check-in logistics, and venue coverage, delivering professional service in Pilot Club hospitality areas.

Core duties include staffing soccer and select basketball games, assisting with setup and teardown, and helping with donor benefits.

Qualifications

• One year of relevant experience in customer service, fundraising, sales, marketing, event execution, or related area.
• Mandatory availability for evening home matches for both Men’s and Women’s Soccer (weekdays and weekends).
• Excellent verbal and written communication skills with professional demeanor when representing UP Athletics to donors, fans, and alumni.
• Demonstrated competence with diverse groups and the ability to collaborate in a university setting.
• Strong attention to detail, good judgment, punctuality, and ability to work in fast-paced game environments.
• Strong computer skills and ability to learn new applications and meet deadlines.

Responsibilities

• Staff the majority of Men’s and Women’s Soccer home matches, and select home games for Men’s and Women’s Basketball.
• Greet donors, verify guest lists, answer questions, and provide welcoming service in Pilot Club hospitality areas.
• Assist with setting up, maintaining, and clearing hospitality spaces and Pilot Club parking operations.
• Distribute donor benefits and materials on game days or as needed under the guidance of the Assistant Athletic Director, Advancement.
• Perform other tasks as assigned by the supervisor or designee.

Skills

Customer service

Fundraising

Sales

Event execution

Marketing

Communication

Diversity & collaboration

Reliability & judgment

Technical & organizational skills

Adaptability & teamwork

Tools

Salesforce

Excel

Adobe software

Microsoft Office

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.

Posting Number SE1092-2023

Number of Vacancies 5

Estimated Start Date 08/20/2026

Open Date 08/06/2026

Close Date 10/14/2026

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]