ABOUT THE OPPORTUNITY

We are looking for an organized, proactive, and community-minded individual to serve as our River Park Athletic Administrative Coordinator. In this position, you will report directly to the Head of Athletics and serve as a key operational and administrative anchor for the River Park facility, which is our new campus, ensuring seamless scheduling, excellent guest relations, and strong community ties. In this role, you will manage day-to-day athletic operations at the River Park administrative office and functions in close partnership with the school’s facilities team for many of the responsibilities listed below.

WHAT YOU'LL DO

As our coordinator, you'll serve as a vital bridge between Harvard-Westlake and external partners, and provide essential support to the broader athletic department across both the Middle School and Upper School campuses.

Facility Scheduling & Coordination

• Master Scheduling: Help maintain and update the comprehensive facility schedule for all areas within River Park, with a particular focus on athletics and recreational functions, to ensure optimal usage and prevent conflicts.
• Calendar Leadership: Lead and coordinate the recurring River Park calendar meeting to align internal schedules and programming.
• Guest Allocation: Coordinate River Park facility usage requests and accommodations for visiting guests and external groups, regularly updating relevant school departments and stakeholders.

Guest, Partner, & Community Relations

• Front-Facing Guest Services: Act as a welcoming face of the facility, helping to check in guests upon arrival at River Park and managing the visitor experience.
• Partner Liaison: Serve as the primary administrative liaison between Harvard-Westlake and various designated River Park partners.
• Neighbor Relations: Act as a point of contact for River Park neighbors, addressing inquiries and/or involving other departments as appropriate, fostering positive community relationships, and handling neighborhood feedback professionally.

Administrative & Office Operations

• Office Management: Oversee the daily operations of the River Park athletic administrative office, ensuring a professional environment and keeping clerical and office supplies fully replenished.
• Compliance & Paperwork: Efficiently manage and track all necessary paperwork, waivers, and documentation related to third-party uses of River Park as well as club sports on any of the school’s three campuses.

Athletic Department Support

• Event Management: Assist with the athletic ticketing process and event management for games, matches, and special sporting events.
• Cross-Campus Support: Provide general administrative support and assist with departmental duties for the athletic program at the Middle School and/or Upper School campuses as needed.

Community Responsibilities

• Participate in school events, professional development days, and community programming as appropriate to the role
• Collaborate across departments and campuses in support of the school's mission
• Additional duties as assigned

WHAT YOU BRING

We know that strong candidates come from a variety of backgrounds and pathways. If you meet most of the qualifications below and are excited about this role, we encourage you to apply.

• Experience: 2–4 years of experience in administrative support, facility coordination, or athletic department operations (experience in an educational or athletic environment is a plus).
• Communication: Exceptional interpersonal and communication skills, with a proven ability to interact diplomatically with neighbors, partners, staff, and students.
• Organization: High level of organizational skill and attention to detail; ability to manage multiple facility calendars and paperwork streams simultaneously.
• Technical Skills: Proficiency in office management tools, scheduling software, and standard spreadsheet/word processing applications.
• Flexibility: Adaptability to support administrative needs across different school campuses and handle shifting priorities in a dynamic athletic environment.

SCHEDULE

This is a 12-month, full-time, in-person position. The schedule includes nights, weekends, and holidays as needed to support the campus functions.

COMPENSATION

This is a non- exempt position, eligible for overtime, with an hourly rate between $33.00 - $38.00 per hour, based on experience and qualifications.

BENEFITS

This position is eligible for Harvard-Westlake's full benefits package, which includes:

• Top-tier medical, dental, and vision coverage (Platinum Anthem PPO) with zero to low premium contributions
• 10% retirement match through TIAA — no cap, no vesting schedule
• On-campus meal allowance — lunch included
• Professional and personal growth grants
• Subsidized employee housing (based on availability)
• Access to on-campus gym and pool facilities
• Mental wellness resources and workshops
• Employee Affinity Groups
• Paid vacation, starting at two weeks and increasing accrual rates with tenure
• Paid holidays in addition to Thanksgiving, Winter, and Spring Break
• Complimentary tickets to local sporting and entertainment events
• Discount at the school bookstore

ABOUT HARVARD-WESTLAKE

Harvard-Westlake is an independent school with two campuses in Los Angeles and approximately 1,600 students enrolled in grades 7–12. Classes for grades 7–9 take place on the Middle School campus in the Holmby Hills neighborhood, while grades 10–12 are housed on the Upper School campus in Studio City. A third campus, River Park, focused on athletics and recreation, is scheduled to open in Fall 2026.

We are dedicated to fostering a community of belonging and to advancing diversity and inclusion across all aspects of school life. We seek educators and staff who demonstrate a commitment to inclusive practice and to fostering a community of belonging; who have the ability to work flexibly, independently, and collaboratively in a dynamic environment with individuals from a wide range of backgrounds; and who exemplify professionalism, openness, and generosity in their interactions with students and colleagues.

EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATIONS

Harvard-Westlake School is an equal opportunity employer. We seek to recruit, develop, and retain a diverse workforce and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, or any other legally protected status. Harvard-Westlake is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. If you require an accommodation to participate, please contact hr@hw.com and we will work with you to meet your needs.