STAFFING & ADMINISTRATIVE COORDINATOR - ARMY WEST POINT ATHLETICS

Job Summary

Staffing & Administrative Coordinator

Job Summary:

The Staffing & Administrative Coordinator is a multifaceted role responsible for supporting staffing operations, administrative functions, and event day logistics. This position plays a key part in ensuring smooth check-in and credentialing processes for sub-contractors, vendors, non-profit groups (NPOs), and employees during events. It involves organizing recruitment efforts, maintaining personnel and compliance records, verifying credentials, and coordinating scheduling and rosters. The coordinator helps drive team engagement through job fairs, training sessions, and onboarding, while also providing clerical support for food service programs and fostering positive guest and team member experiences. With attention to detail and a proactive mindset, this role is vital to maintaining Levy’s high hospitality standards.

Essential Duties & Responsibilities:

• Welcome and assist sub-contractors, vendors, NPOs, and Levy team members during event check-in
• Verify identification, dress code compliance, scheduled shifts, and required certifications
• Manage rosters, staffing matrices, and scheduling across departments and events
• Answer phones and direct inquiries in a professional, client-focused manner
• Maintain and update personnel files, training records, and compliance documentation
• Support recruiting efforts, including job fairs, interviews, and onboarding processes
• Coordinate staffing for high-volume events, catering needs, and pop-up activations
• Monitor attendance and respond to staffing email inquiries, resolving conflicts or coverage gaps
• Produce and manage documents: transcribing, formatting, editing, and transmitting operational data
• Facilitate audits for NPO groups and escalate compliance issues when necessary
• Conduct stand “bed checks,” assist with schedule changes, and verify team placement during live events
• Oversee equipment check-outs (radios, keys, badges), uniforms, laundry, and locker room maintenance
• Maintain office inventory, supplies, and cleanliness of common spaces
• Attend safety, pre-shift, and post-shift meetings to share feedback and operational insights
• Assist with temp ID credentialing and badge distribution
• Contribute to team morale through collaboration, training, and positive leadership
• Support Director of Operation and Operations managers on non-event days.
• Perform other duties as assigned

Skills & Qualifications:

• Strong organizational and multi-tasking abilities in a fast-paced, high-volume setting
• Proficient in Microsoft Office Suite, point-of-sale systems, and HR platforms
• Excellent communication and interpersonal skills
• Familiarity with food safety and alcohol service regulations
• Previous experience in foodservice, hospitality, staffing, or event operations preferred
• Able to adapt to changing schedules, including evenings, weekends, and holidays
• Ability to stand or walk for long periods; lift up to 50 lbs.; bend, stoop, and kneel when needed
• Reliable, detail-oriented, and committed to delivering “The Levy Difference”