Job Details

Administrative Assistant, Football Operations

The Administrative Assistant, Football Operations, reports directly to the Chief of Staff and the Head Football Coach and provides high-level administrative, clerical, and operational support for the football program and the Department of Athletics. The position serves as a key point of contact for the football staff, student-athletes, campus partners, vendors, visitors, and external constituents while helping ensure the efficient, professional, and compliant operation of the program.

This position supports the administrative needs of the Head Football Coach and football staff in coordination with the Chief of Staff. The Administrative Assistant must demonstrate sound judgment, strong organizational ability, discretion, and the capacity to manage multiple priorities in a fast-paced collegiate athletics environment.

Examples of duties include:

• Providing comprehensive administrative and secretarial support to the football program, including the Head Football Coach, assistant coaches, football operations staff, and other assigned personnel.
• Managing office operations for the football program, including correspondence, telephone coverage, visitor reception, mail distribution, filing, document preparation, copying, scanning, and supply coordination.
• Preparing, proofreading, formatting, and distributing letters, memoranda, reports, itineraries, meeting materials, presentations, and other correspondence for the Head Football Coach, Director of Athletics, Chief of Staff, and football staff, as assigned.
• Coordinating and maintaining calendars, appointments, meetings, travel-related schedules, and event logistics for the Head Football Coach and designated football staff.
• Assisting with the planning and coordination of staff meetings, team meetings, recruiting-related administrative activities, alumni and donor engagement events, camps, clinics, community appearances, and football program functions.
• Supporting the administrative preparation of team travel materials, including itineraries, hotel rooming lists, transportation manifests, meal schedules, travel packets, and other required documentation.
• Assisting with home-game and away-game administrative operations, including communication with campus partners, facilities, event management, ticket operations, athletics communications, transportation, lodging, and vendors.
• Maintaining organized electronic and paper filing systems for football operations, correspondence, travel, scheduling, equipment-related documentation, and other program records.
• Receiving and routing telephone calls, correspondence, and visitors professionally; responding to routine questions and referring matters requiring coaching or administrative leadership attention to the appropriate staff member.
• Supporting administrative processes related to recruiting activities, including scheduling, itinerary preparation, documentation, visitor coordination, correspondence, and record maintenance, in accordance with institutional, conference, and NCAA rules and policies.
• Assisting with the preparation and tracking of purchasing requests, invoices, expense documentation, vendor correspondence, and departmental forms in collaboration with designated athletics business-office personnel.
• Maintaining confidentiality regarding student-athlete information, recruiting information, personnel matters, travel, financial information, strategy, and other sensitive institutional or football-program information.
• Assisting with data entry, spreadsheet preparation, database updates, roster-related administrative records, and routine reporting as assigned.
• Coordinating office supply inventories and submitting requests for routine materials, printing, and office equipment needs.
• Supporting football camps, clinics, youth outreach programs, alumni engagement activities, fundraising events, and other special events as assigned.
• Serving as a collaborative liaison between the football program and Athletics administration, academic support, compliance, sports medicine, strength and conditioning, equipment, facilities, communications, ticketing, development, campus departments, and external partners.
• Providing support to the Chief of Staff and the Department of Athletics during peak operational periods, departmental events, and special projects.
• Performing other duties as assigned by the Chief of Staff, Head Football Coach, or designee.

Typical qualifications include:

• High school diploma or GED required.
• One to three years of administrative, secretarial, clerical, customer-service, event-support, or related professional experience required.
• Demonstrated proficiency in typing, document preparation, calendar management, recordkeeping, filing, and office administration.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, Teams, and related electronic database or scheduling systems.
• Strong written, verbal, organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities, maintain attention to detail, meet deadlines, and work effectively in a fast-paced environment.
• Ability to exercise sound judgment, professionalism, discretion, and confidentiality.
• Ability to work independently while maintaining a collaborative, service-oriented approach with coaches, staff, student-athletes, campus partners, and external constituents.
• Ability to learn and follow applicable institutional, conference, and NCAA policies, procedures, and regulations.

Preferred qualifications include:

• Associate's degree or higher from an accredited institution.
• Experience supporting a collegiate athletics program, football program, coaching staff, executive office, or similarly high-volume operation.
• Experience coordinating travel, meetings, events, recruiting visits, camps, or operational logistics.
• Familiarity with college athletics administrative processes, NCAA compliance expectations, and student-athlete confidentiality requirements.
• Experience using athletics, travel, financial, recruiting, scheduling, or database-management systems.

We offer a complete benefits package to full-time employees and part-time employees who regularly work 20 hours or more per week including health care, dental, vision, retirement, life insurance, short-term disability, long-term disability, legal insurance, accident, critical illness, hospitalization, tuition remission, holidays, vacation, and sick leave.