Spokane Zephyr FC - Team Administrator

Build the future of Women's Professional Soccer in Spokane!

The Zephyr FC Team Administrator plays a vital role in supporting the daily and strategic operations of USL Spokane by ensuring a seamless, compliant, and player-centered experience. This position works closely with players, coaching staff, and technical personnel to manage all aspects of player onboarding, travel logistics, team coordination, and game day operations. From coordinating training sessions and meals to overseeing visiting team logistics and supporting athlete welfare, the Team Administrator ensures operational excellence across all touchpoints.

This role requires a proactive, detail-oriented individual who thrives in a dynamic, high-performance environment. The ideal candidate will demonstrate a strong commitment to USL Spokane’s mission and core values while fostering a professional and supportive atmosphere for all team members.

To perform this position successfully, an individual must be able to perform each of the duties listed below.  The essential functions of the position include, but are not limited to the following:
Administration:

Assist with player onboarding including, but not limited to: 

o   Assist with onboarding paperwork 

o   Set up access with the stadium, Spokane Club membership, Team Works, housing, and car registration 

o   Facilitate entrance physicals 

o   Conduct airport pickups

o   Facilitate car shipment coordination 

o   Coordinate with coaching staff for preseason training sessions 

o   Coordinate regular season training sessions, offsite training, and reserve training

o   Facilitate away travel for team, coordinate schedules, hotel, books flights, navigate and communicate flight schedule changes

o   Plan and execute all meals during travel including research the most cost-effective meal options and cost-savings measures in each market

o   Finalize travel parties and itineraries with coaching staff

o   Communicate with all players for travel logistics

o   Work directly with flight partners to finalize travel parties including updating manifests, going to the airport to check everyone in and print boarding passes, helping with luggage drop-off and pickup

o   Plan offsite training and team bonding opportunities when team is on the road for non-traveling players

o   Submit league-required documents pre-match and post-match while team is on the road 

o   Locker room clean up post and pre use

o   Restock food table and maintain the food and locker room inventory 

o   Set up proper gear and equipment for training players

o   Daily food deliveries, pickups, set up and clean up

o   Serve as primary person of contact for athlete initial questions, comments, concerns

o   Properly assess when questions and concerns need to be directed and elevated to other staff for further support  

o   Attend weekly meetings with coaching staff and/or player leadership staff to review experience, expectation and plans

o   Provide player transportation when appropriate 

o   Track and monitor partnership trade 

o   Coordinate meetings with coaches and players for functional groups

o   Schedule chaplain time 

o   Conduct registrations and logistics for tryouts for both teams, including being present at tryouts for check-in, set-up, and tear-down 

o   Support with other administrative tasks as needed 

Coordinates all visiting team logistics:

o   Hotel setup and teardown before and after arrival

o   Coordinated training needs including booking offsite locations 

o   Transporting equipment to offsite locations 

o   Conducts gameday setup for visiting team and referees pre-match and post-match which includes a 12-hour workday on game day 

Works in tandem with various members of the USL Spokane team on game day operations including but not limited to the set up and tear down, support for visiting team, and other support needed to support successful game days.  

The startup nature and growth of USL Spokane requires highly skilled employees who can operate in a fast paced and frequently changing environment.  All positions require an entrepreneurial spirit to identify new solutions, a can-do attitude with a goal of always finding a way to success, and the ability to thrive in an environment of ambiguity and change.  As individual employees, members of a team, and part of the entire USL Spokane eco system, a passion for solving complex problems and contributing to the overall success of all operations is key.  Every single employee contributes to a culture of working collaboratively and contributing to all aspects of the club.  Employees must contribute fully to their own position and more broadly to all areas of business as needed to support the mission and drive forward success on and off the field. 

Minimum Qualifications

·       Bachelor’s degree in sports management, business administration, or related field preferred

·       Minimum of 2 years applicable experience is preferred. Previous experience should include:  

        o   Experience working with athletes, coaches, technical staff preferred

        o   Experience overseeing projects and performing professional administrative functions

·       High degree of experience and skill set with computer systems including Microsoft Office, email, and various software systems with the ability to learn new systems quickly

·       A combination or accumulation of applicable work-related experience and/or education may be recognized as sufficiently meeting the requirements based upon educational programs and specific experience 

·       Ability to pass comprehensive background check including a motor vehicle report

·       Possess and maintain a current and valid driver’s license and maintain legally required insurance

·       High degree of organization skills and ability to manage multiple tasks and competing priorities at once 

·       Proven ability to build respectful working relationships and effectively communicate with employees, management, vendors, contractors, and community partners

·       High degree of personal initiative

·       Demonstrates superior customer service skills by ensuring each interaction leaves the individual feeling heard, appreciated, understood, and valued

To perform this jo successfully, an individual must meet the minimum qualifications listed below.  These qualifications are representative of the knowledge, skills and/or ability required to perform this position:

Leadership: All positions at USL Spokane must perform their position with the mindset of leadership whether leading a team or department, a project, or one’s own daily work; proactively identifies barriers to success for the position and the organization and presents solutions; steps in to help other members of the team even when outside the scope of the position; demonstrates commitment to the growth and success of others at USL Spokane and in the community; empowers others to make decisions and share ideas; has empathy and compassion for others and their experiences; values and embraces diverse perspectives.  

Community and Environmental Stewardship: Ability to perform all work with continued commitment to seek solutions with minimal environmental impacts; generates and embraces ideas to adjust work methods to reduce waste; good overall understanding of the Spokane, WA community and makes business decisions to contribute to the overall health of the community.   

Adaptability: Ability to be flexible and adapt of changes, expectations, or delays, or unexpected events in the work environment while maintaining professionalism; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation and prospect needs; ability to multi-task; and ability to thrive in a fast-paced changing environment with multiple interruptions while maintaining the ability to quickly refocus and shift priorities; must be mentally adaptable and flexible in dealing with a variety of people with the ability to answer questions in a professional and friendly manner. 

Analytical Ability: Ability to collect, analyze, interpret, and report on information; ability to use intuition, experience, and creativity to spot trends in data; ability to utilize strong conceptual and strategic mindset in the evaluation of information.

o   Thorough knowledge and experience with Microsoft Office with extensive experience in Word, Excel, and PowerPoint

o   Internet research with ability to troubleshoot problems, conduct extensive research and analysis, and utilize technology for increasing efficiencies 

o   Club provided laptop and in office phone system 

o   Other software as applicable 

Interpersonal Skills: Ability work with all personality types at all levels including staff, management, vendors, contractors, and the community; ability to build strong, meaningful, and respectful relationships; excellent customer service skills; good overall understanding of appropriate human relations; ability to constructively receive and apply feedback to improve performance. 

Communication Skills: Ability to articulately draft emails, strategic plans, operational manuals, and other written communication; excellent communication with ability to adjust communication style to meet the preferences of others; ability to actively listen and value other thoughts, experiences, and feedback; effective negotiation skills; ability to effectively present information and respond to questions.  

Dependability: Ability to consistently keep work organized to ensure follow through with completing tasks; ability to follow instructions; ability to meet deadlines; ability to consistently arrive on time and be at work as scheduled.

Equipment / Tools Utilized:
Frequent use of:

o   Computer operations (laptop & desktop hardware), including 10-key functions

o   Office equipment including copy machines, computers, and phone

o   Other equipment deemed necessary

·       Work is performed primarily in an office setting; some work performed in the field which includes traveling out of town, conducting work in various soccer stadiums and within the USL Spokane soccer stadium. 

·       Ability to work with moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noise while performing work in the field and at the stadium. 

Essential position functions require sufficient physical ability and mobility to: 

o   Stand or sit for prolonged periods of time

o   Regularly walk, talk, hear

o   Occasionally stoop, bend, kneel, crouch, reach, and twist

o   Lift, carry, push, and /or pull light to moderate amounts of weight up to 15 pounds and occasionally up to 50 pounds 

o   Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard with ability to grasp and reach

o   Utilize verbal and written communication to exchange information

Working Conditions

While performing the essential job functions, the employee may experience the following conditions:

·       Position may require flexible hours which may include extended days, nights, weekends, holidays, and overnights due to travel.

·       Deadlines and goals may generate stress.

·       Noise Conditions: exposed to a variety of noise conditions including noise consistent with a standard office environment on a regular basis and exposed to loud noise while in stadium, on the road, and working directly with coaches and players.

·       Heat/Cold: May be subject to heat, cold, wet and/or humid weather conditions, and occasionally extreme heat and/or cold.

·       Atmospheric Exposure: Exposed to typical office environment conditions as well as some work conducted while outside and in the soccer stadium. 

·       Injury Exposure: May be exposed to mechanical equipment used to support players in their training.

·       The club may accommodate some work from home and remote work based upon the needs of the club and suitability for the position.   

Note: USL Spokane retains the right to add or change the job description at any time.  This position description is not all-inclusive, and employees may be required to perform duties outside this description to meet the organization’s needs.  

USL Spokane is an Equal Employment Opportunity Employer.  USL Spokane provides a work environment for employees that is free from unlawful discrimination.  All employment-related decisions including hiring are made without consideration of an employee’s race, color, creed, sex (including pregnancy, childbirth and pregnancy-related conditions), sexual orientation, gender identify and expression, religion, age, national origin, citizenship or immigration status, disability, honorably discharged veteran or military status, marital status, genetic information, use of a trained service animal or dog guide, HIV/AIDS and Hepatitis C status, or any other basis protected by local state or federal law.