Athletics Coordinator & Project Manager

Athletics Coordinator & Project Manager

The Student Life Administrator and Project Manager provides comprehensive executive level organizational, administrative and project management support to the Director of Athletics and Department of Athletics staff.  This role works collaboratively with Athletics Department leaders and support staff in the planning and execution of the advancement of strategic objectives, and serves as a key contributor in the support of student and university wide events and community service projects. 

In addition, this position frequently guides students, parents, visitors and guests, and answers questions about athletics and university services.  As project manager, this role drives strategic initiatives by providing project administrative oversight for project owner accountability, from initiation to close. Because of the scope of responsibilities, this position requires a high degree of independent discretion and judgement in matters of significance.

This role also supports partnership with the campus community to create and implement undertakings that promote our mission, enhance the institution's culture, and foster a greater sense of on-campus unity.  Employees must understand the mission of Catholic Higher education and be committed to the core values, mission, goals, and objectives of Holy Family University.

Direct Reports: None

Essential Functions:  Job duties that must be performed, with or without reasonable accommodation, and may include any of the following tasks, knowledge, skills and other characteristics.  This position description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this position.

Project Manager

  • Plan, coordinate and execute special events for the Department of Athletics including but not limited to the annual sports banquet and Hall of Fame ceremony.
  • Serve as Project Manager for the Department of Athletics.
  • Work with internal stakeholders and external clients to define a project/working group concept and create a process to bring it to fruition. This includes developing a detailed project plan, defining the scope of the project, and creating an accurate timeline of project from inception to completion.
  • Act as a project liaison and University representative for both internal stakeholders and external clients.
  • Oversee project working group administration; manage the scope, schedule, calendaring, budget, communication and necessary reporting. Secure all internal and external approvals, as necessary. Collect contracts and/or purchase requisitions, process payments, and record keep accordingly.
  • Prepare project/working group reports for project owner accountability and status updates.
  • Maintain project/working group necessary documentation, records, and communication.
  • Identify potential inefficiencies to promote operational excellence and coordinate process improvements of service to students and the university community.

Athletics Administrator

  • Full range of operational and administrative support for the Director of Athletics and Department of Athletics leadership team including but not limited to: preparing meeting agendas and minutes; prepares letters, communications and correspondence.
  • Create and maintain accurate filing systems for the Department of Athletics.
  • Reconcile department credit card statements monthly in the online system for cardholders.
  • Maintain a calendar for the Director of Athletics and events for the Department of Athletics.
  • Plan and organize all department meetings including but not limited to bi-yearly coach and student athlete meetings.
  • Plan, develop, revise, and implement policies and procedures related to department of athletics and support new Department of Athletics staff members.
  • Prepare proposals, reports, analyses, evaluations, and presentations on intercollegiate athletics programs and strategies. Prepare speeches and presentations for public appearances by the Director of Athletics
  • Provide the initial point of contact for the Department of Athletics through quality customer experiences for students, parents, visitors, vendors, support persons and other stakeholders in an ever-changing environment; counsel, advise, investigate, problem-solve, and resolve issues.
  • Import/export and analysis of student demographic and academic data from modules including Colleague, CRM Advise, Canvas, Self-Service, Retention Dashboards, etc.; impart user training for staff members as necessary.
  • Initiate A/P vendor payment requests via Self-Service; verify that the proper manager approvals have been secured and that all required receipts/documentation are attached; maintain departmental reports, which itemize expenditures and assist with the monthly reconciliation of staff member purchasing card accounts.
  • Maintain department office equipment, anticipate needs and order office supplies. Distribute
  • Attend athletics special events such as fundraiser, orientation, open houses, etc.
  • Manage ADP timesheets and approve biweekly payroll for human resources.
  • Interacts with students, co-workers, visitors, and other individuals consistent with the mission and values of Holy Family University.
  • Oversee department paperwork including but not limited to fundraising and camp forms and student athlete surveys and clearances.

Non-Essential Duties/Responsibilities:

  •  Any other duties as assigned.

General Expectations:

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed.  Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to effectively interact with and work with students, faculty and staff, and the public.  Employees must follow and abide by all University policies, rules, regulations and guidelines.

If an alternative work location is permitted or should become necessary, the employee must be able to perform all parts of this job description while working away from the office, on campus or a combination, and be proficient or willing to become proficient in the technology needed to work away from the office.

Education & Experience Requirements:

  • Bachelor's degree.  
  • Minimum of 3 years of experience as an executive level administrative assistant, a project manager or working in a similar project oversight role.

Knowledge, Skills and Abilities: 

  • Knowledge of and ability to follow university policies and procedures. 
  • Ability to establish and maintain effective working relationships with the campus community. 
  • Excellent organizational skills with an ability to prioritize and work on multiple projects and tasks simultaneously, often with highest level of customer service.
  • Intermediate to advanced keyboarding skills.
  • Advanced proficiency with Microsoft Office applications.
  • Proactive and detail oriented.
  • Excellent communication skills.
  • Must be sensitive to the confidentiality of staff/student records

Work Environment: 

Operates in an office environment that may have frequent interruptions.  The area is well-lit, temperature controlled and free from hazards.  Noise level is generally quiet to moderate.

Physical Requirements:

Communicates frequently, in person, over the phone, or via a computer.  Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Certification/Licensure: (Specify preferred or required)


Other important information: (Ability to travel, work outside of normal business hours, such as weekends, nights, etc.)

  • May be required to periodically travel to the Newtown East and Newtown West campuses
  • Ability to work nights and weekends
  • Eligible for cell phone allowance