Logistics Assistant

Virginia Union University (VUU) is a distinguished private institution founded in 1865 that proudly upholds a legacy of academic excellence and community engagement. With a historic 86-acre campus, it offers a dynamic and nurturing environment for its 1,568 undergraduate and graduate students. Virginia Union University is recognized in the 2024 edition of U.S. News & World Report, holding a prestigious position as #39 among Historically Black Colleges and Universities.

Five fundamental principles (core values) guide Virginia Union University. Each principle is essential to our ability to provide a Best-In-Class educational experience for students, faculty, and staff. These principles help our community understand the right path to fulfilling our institution's mission. The principles are Innovation, Spiritual Formation, Integrity, Diversity & Inclusion, and Excellence.

The Logistics Assistant provides administrative, operational, and logistical support to the University Athletics Department. This position assists with the coordination of athletic events, team travel, transportation, equipment, facilities, purchasing, schedules, and day-to-day departmental operations. The Logistics Assistant works closely with coaches, student-athletes, athletics staff, university departments, vendors, and external partners to ensure athletic activities are organized, timely, and executed efficiently.

Responsibilities

• Coordinate logistical arrangements for athletic competitions, practices, meetings, camps, tournaments, and special events.
• Assist with team travel arrangements, including transportation, lodging, itineraries, meals, schedules, and travel documentation.
• Coordinate transportation requests for athletic teams, coaches, staff, officials, recruits, and approved university guests.
• Maintain accurate calendars, schedules, travel itineraries, contact lists, and logistical records.
• Assist with game-day preparation, including facility setup, signage, equipment, credentials, hospitality, parking, and other operational needs.
• Communicate with coaches and athletic staff regarding upcoming events, schedules, transportation, facilities, and logistical requirements.
• Assist with athletic equipment inventory, distribution, storage, tracking, and maintenance.
• Coordinate with Facilities, Campus Safety, Dining Services, Transportation, Purchasing, Finance, IT, and other university departments to support athletic operations.
• Assist with purchase orders, invoices, receipts, travel documentation, vendor communications, and other administrative records.
• Monitor event and travel expenses and assist with reconciliation and documentation of departmental expenditures.
• Maintain organized electronic and physical files in accordance with university policies and procedures.
• Assist with recruiting visits, student-athlete orientations, athletic department meetings, and special events.
• Help coordinate visiting teams, officials, conference representatives, vendors, and other external partners.
• Track deadlines and ensure required forms, approvals, contracts, and documentation are completed accurately and on time.
• Provide administrative support to the Director of Athletics, Associate Athletic Directors, coaches, and athletics staff.
• Assist with emergency and contingency planning related to athletic events and team travel.
• Identify logistical challenges and recommend solutions to improve efficiency, communication, and service delivery.
• Maintain confidentiality of student-athlete, employee, financial, travel, and departmental information.
• Perform other duties and special projects as assigned.

Education

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Experience in athletics, university administration, logistics, event coordination, transportation, hospitality, or a related field preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Must be able to lift up to10 pounds.

Application Process

Candidates are required to submit their resume, four professional references and a cover letter. The application review will begin immediately and continue until the position is filled. A background investigation and reference check will be required prior to employment. For any questions or concerns, please contact Askhr@vuu.edu.

Equal Opportunity Employer

Virginia Union University is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, sexual orientation, disability, gender identity, protected veteran status, or other protected class.

For more information about Virginia Union University, visit VUU About Page.