Academy Administrator

Job Title: Academy Administrator 

Department: Seattle Reign Academy

Reports To: Director of Operations

Employment Type: Part-Time, Hourly

FLSA Status: Non-Exempt

Role Type: 100% Individual Contributor

Rate: $21.65/hr 

 

OUR CLUB

Seattle Sounders FC is a progressive high performing collection of people who strive to achieve the highest levels of our sport while making a transformative impact in our communities in the best soccer city in America. Our culture is focused on serving one of the most passionate sports fan bases in North America who are invested in the Sounders as much for our commitment to making a positive impact in our communities as they are for winning the 2019 MLS Cup, 2022 CONCACAF Champions League, and the 2025 Leagues Cup on home soil. We exist to create special moments like these, where we enrich lives and unify our fans and city through soccer. 

POSITION SUMMARY

The Academy Administrator supports the day-to-day execution of all non-soccer activities for Seattle Reign Academy. This role ensures the smooth operation of programs by managing logistics, coordinating communication, and providing administrative support across all teams and events.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Registrar

• Manage player and team registrations across multiple platforms (e.g., GotSport, Girls Academy, US Club Soccer).
• Oversee league and tournament registrations, ensuring all deadlines and eligibility requirements are met.
• Maintain accurate rosters, waivers, and compliance documentation for all teams/players/staff.
• Serve as a point of contact for families regarding registration questions, forms, and documentation.
• Ensure all player records are organized and in compliance with league and club standards.
• Onboard new staff and players according to protocols

Role Breakdown: Youth Programming – 50%; Elite Academy – 50%

Total Hours Per Week: 5

Scheduler

• Create, update, and maintain the Academy’s master training calendar, ensuring all training sessions, games, and events are accurately scheduled.
• Coordinate field reservations and scheduling with coaches, staff, and partner facilities.
• Oversee game day logistics, including referee assignments, video coordination, and equipment setup.
• Manage and maintain operational platforms such as TeamSnap & GotSport, ensuring all schedules, rosters, and team information remain current.
• Serve as the main point of contact for schedule-related inquiries, providing timely communication and updates to staff, players, and families.

Role Breakdown: Youth Programming – 50%; Elite Academy – 50%

Total Hours Per Week: 5

Travel Coordinator

• Assist with team travel arrangements including hotel bookings, flights, and rental cars for Academy teams and staff.• Maintain a travel master list to track itineraries, rooming lists, and travel budgets.
• Manage team travel billing and reconciliation, including projecting trip costs in advance, setting up player billing prior to travel, and reconciling actual expenses post-trip to issue accurate final invoices to each traveler.
• Coordinate with coaches and team managers to confirm travel logistics and schedules.
• Support players, families, and staff with travel information, reimbursements, and changes.
• Collaborate with Operations staff to ensure smooth travel-day execution for tournaments and showcases.

Role Breakdown: Youth Programming – 90%; Elite Academy – 10%

Total Hours Per Week: 5

Uniform/Equipment Coordinator

• Coordinate all aspects of the Academy’s uniform ordering process, including communicating with soccer.com, to ensure uniform ordering is ready to go upon the start of the season
• Manage gear & equipment order for coaches at the beginning of the season
• Maintain accurate inventory records to ensure sufficient stock levels for the season.
• Communicate clearly with families and staff regarding uniform procedures & deadlines

Role Breakdown: Youth Programming – 50%; Elite Academy – 50%

Total Hours Per Week: 1

QUALIFICATIONS  

• Previous experience in an administrative role / office environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Demonstrated ability to develop and maintain positive, cross-functional relationships with internal and external stakeholders
• Team player who is willing to jump in to support.
• Ability to multi-task to deliver thorough work outcomes.
• Excellent verbal and written communication skills as well as the ability to effectively present information.
• High degree of discretion and confidentiality.
• A curiosity for learning to take on new challenges and further personal knowledge. 

WORK ENVIRONMENT  

• This is a hybrid position working remote and in-person from the Reign FC training facility in Tukwilla, WA 
• Must be able to work a flexible schedule, including evenings, weekends, and holidays as needed.
• Must reside within Washington state upon date of hire.
• Must be able to facilitate own local travel.
• Must be eligible to work in the US without sponsorship
• Responsibilities include regular work outdoors and may require standing on feet for long periods of time, as well as some lifting of up to 20 pounds.