Administrative Coordinator - Athletics

Athletics Administrative Support Coordinator

Department: Athletics
Location: McMinnville, Oregon
Employment Type: Full-Time
Reports To: Athletic Director
Position Summary

Linfield University seeks a highly organized, detail-oriented, and customer-focused Athletics Administrative Support Coordinator (AASC) to provide comprehensive administrative and operational support to the Department of Athletics. The AASC serves as a key resource for athletics management, coaches, staff, student employees, and external stakeholders while managing department operations, scheduling, financial processes, ticketing, concessions, and special projects.

This position requires exceptional organizational skills, sound judgment, discretion in handling confidential information, and the ability to manage multiple priorities in a dynamic collegiate athletics environment. The successful candidate will demonstrate strong communication skills, initiative, and a commitment to providing outstanding service to students, faculty, staff, alumni, visitors, and community partners.
Essential Duties and Responsibilities
Administrative Operations

• Serve as the primary point of contact for the Athletics Department, welcoming visitors and responding to inquiries in a professional and courteous manner.
• Provide administrative support to athletics leadership, coaches, and staff.
• Manage departmental correspondence, mail distribution, office supplies, and general office operations.
• Coordinate athletics scheduling and maintain departmental events within the university's centralized scheduling system (25Live).
• Collaborate with Facilities, Conference & Events, and other campus departments to coordinate athletic events, camps, clinics, conferences, and special programs.
• Arrange operational logistics for athletic events, including transportation, ambulance services, temporary facilities, and related support services.
• Coordinate athletic merchandise purchases and work collaboratively with the university bookstore.
• Assist with fundraising, marketing initiatives, and special projects as assigned.
• Provide backup support for other administrative offices as needed.
• Maintain confidentiality and compliance with FERPA regulations.
• Support athletics-related human resources functions as directed by the Athletic Director.

Financial Management

• Coordinate receipt, reconciliation, deposit, and accounting of athletic donations, fundraising proceeds, and team accounts.
• Process and reconcile revenues generated through ticket sales, concessions, merchandise sales, programs, and fundraising activities.
• Prepare travel advances, reconcile expense reports, and review purchasing card and Visa transactions.
• Manage cash handling procedures, including preparation of event cash bags and reconciliation of event revenues.
• Reconcile transportation and operational expenses associated with athletic programs and events.

Ticketing and Concessions Management

• Lead and oversee all ticketing and concessions operations for athletic events.
• Research, recommend, and support implementation of automated ticket management systems and processes.
• Develop and maintain event pass lists, will-call procedures, and ticket distribution processes.
• Recruit, train, schedule, supervise, and evaluate ticketing and concessions personnel, including student employees and temporary staff.
• Establish and maintain a pool of on-call event staff to support varying attendance levels.
• Manage concession inventory and purchasing within established budget parameters.
• Ensure concession operations comply with applicable Oregon health, safety, and food service regulations.
• Maintain a safe, clean, and welcoming environment for event attendees.

Reporting and Budget Support

• Assist with departmental reports and data collection as requested by the Athletic Director.
• Support the preparation and monitoring of departmental budgets, including the athletics office operating budget.
• Compile financial and operational information necessary for annual reporting and planning activities.

Qualifications
Required Qualifications

• Bachelor's degree in a related field, or an equivalent combination of education and exemplary experience.
• Demonstrated ability to manage multiple projects and priorities while maintaining accuracy and attention to detail.
• Strong organizational, analytical, and problem-solving skills.
• Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.
• Commitment to maintaining confidentiality and exercising sound judgment.
• Ability to supervise, train, and evaluate student employees and temporary staff.

Preferred Qualifications

• Bachelor's degree in Business Administration, Sports Management, Higher Education Administration, or a related field.
• Three to five years of experience in an administrative support or coordinator role.
• Previous experience working in collegiate athletics, higher education, or a similar environment.
• Experience with scheduling systems, financial reconciliation, event management, and customer service operations.
• Experience supervising student employees, volunteers, or interns.

Working Conditions

This position typically operates Monday through Friday from 8:00 a.m. to 5:00 p.m. Flexibility is required to support occasional evening and weekend athletic events, programs, and special activities.
Annual Salary: $43,000

Why Join Linfield University?

Linfield University is committed to providing a welcoming, inclusive, and student-centered environment where employees contribute meaningfully to the success of students and the broader university community. The Athletics Administrative Support Coordinator plays an essential role in supporting the university's athletic programs and enhancing the student-athlete experience.
Application Process

Interested candidates should submit:

• Cover Letter
• Resume
• Contact information for three professional references

Applications will be reviewed as they are received and will continue until the position is filled.

Linfield University is an equal opportunity employer committed to fostering a diverse, equitable, and inclusive community.