Administrative Coordinator

Reporting to the Operations Manager, the Administrative Coordinator delivers administrative and clerical support to the Athletics Department while facilitating smooth daily operations across the department. This role is responsible for general administrative supervision of the front office, assisting with departmental financial activities including processing work order requests, P-card reconciliation, and procurement, as well as supporting human resource needs. Additionally, the position coordinates the planning and execution of major annual fundraising events and collaborates with various campus partners to enhance campus visibility and support prospective and current student-athletes. Requires a flexible work schedule that includes occasional evenings and weekends.

General Administrative & Office Operations

• Provide general administrative support to Operations Manager and Director of Athletics, including organizing departmental meetings, handling routine inquiries and supervising front office operations.

• Coordinate work orders/requests and manage office supply ordering for the department.

• Support departmental human resources processes, including onboarding and offboarding employees, and organize annual performance appraisals.

• Oversee, schedule and train student front desk employees, delegating daily front office tasks.

Financial & Administration Support

• Assist the Operations Manager with department financial administration and reporting.

• Create purchase requisitions and coordinate processing of invoices and payments in accordance with University policies and procedures.

• Manage and reconcile purchasing card expenses reports, ensuring accurate documentation and timely submission.

• Partner with University Advancement and Athletics leadership to develop and implement fundraising initiatives and communications that support Athletics goals.

Event Planning & Execution

• Partner with Event Operations team to calendar daily Athletics facility usage and ticketing for home sporting events and special events.

• Provide administrative and operations support for selected home sporting events, including SCIAC and NCAA postseason games.

• Coordinate planning details, catering, and execution of major annual events, such as Football Kickoff Event, Hall of Fame banquet, annual golf tournaments, and student-athlete special events.

• Partner with Strategic Marketing and Communications staff to produce promotional materials for special events.

Compliance & Institutional Alignment

• Perform assigned responsibilities in accordance with NCAA, SCIAC, University, and departmental rules, policies, and regulations.

• Participate in required departmental, University, conference, and NCAA meetings, education, and training programs.

• Report potential policy, compliance, or conduct concerns or violations to the Director of Athletics or the University’s Office of Institutional Compliance.

• Serve as a Campus Security Authority (CSA) and Title IX Mandatory Reporter, including completion of required training and timely reporting.