Admin Assistant for Admissions & Academics

EXPIRED

The Administrative Assistant is responsible for providing administrative support to the Senior Associate Director of Athletics, Admissions and Academics and to the Assistant Director of Athletics for Academic Support Services and Academic Liaison Office at the Naval Academy Athletic Association (NAAA). The incumbent will interact daily with coaches of 36 varsity sports programs and athletic department staff members to support the recruiting and admissions process for candidates applying to the U.S. Naval Academy. The position requires extensive computing skills and the ability to navigate and maintain databases in a variety of software systems to facilitate the tracking of candidates and the production of numerous reports.

Requirements:

• Monitor and Maintain the Admissions Information System (AIS/Salesforce) NAAA Site:

• Coach Assignments – update as needed

• Sport Recruit module – Review for approval all recommended sport recruits.

• Provide training and guidance to all coaches/staff in the use of the AIS system.

• Prepare and send to all sports a “recruits record status” report – indicating where their active recruits are in the completion of their admissions record.

• Prepare weekly admissions statistics reports for tracking of candidates whose records have been approved by the Admissions Board.

• Communicate and work closely with Admission Medical Office staff as needed to track outstanding records in the medical qualification process.

• Communicate and work closely with the Nominations and Appointments staff as it relates to nominations, turndowns, wait lists, Permit to Report packets, Naval Academy Preparatory School (NAPS) enlistment packets, late applications.

• Update all varsity sports squad lists in the Midshipmen Information System (MIDS). Maintain NAAA Sports/Season records in MIDS. Request MIDS access for new coaches and maintain NAAA Sport Associates records as it relates to coaches.

• Provide technical support between NAAA Coaches/Staff and the Information Technology Services Division (ITSD) with regard to the AIS/Salesforce and MIDS systems.

• Design and prepare various reports for staff in both the AIS and MIDS systems.

• Create documents and presentations to support briefings to leadership and external organizations.

• Interact with the Office of Institutional Research for data research and report development.

The Administrative Assistant is responsible for providing administrative support to the Senior Associate Director of Athletics, Admissions and Academics and to the Assistant Director of Athletics for Academic Support Services and Academic Liaison Office at the Naval Academy Athletic Association (NAAA). The incumbent will interact daily with coaches of 36 varsity sports programs and athletic department staff members to support the recruiting and admissions process for candidates applying to the U.S. Naval Academy. The position requires extensive computing skills and the ability to navigate and maintain databases in a variety of software systems to facilitate the tracking of candidates and the production of numerous reports.

Requirements:

• Monitor and Maintain the Admissions Information System (AIS/Salesforce) NAAA Site:

• Coach Assignments – update as needed

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• Sport Recruit module – Review for approval all recommended sport recruits.

• Provide training and guidance to all coaches/staff in the use of the AIS system.

• Prepare and send to all sports a “recruits record status” report – indicating where their active recruits are in the completion of their admissions record.

• Prepare weekly admissions statistics reports for tracking of candidates whose records have been approved by the Admissions Board.

• Communicate and work closely with Admission Medical Office staff as needed to track outstanding records in the medical qualification process.

• Communicate and work closely with the Nominations and Appointments staff as it relates to nominations, turndowns, wait lists, Permit to Report packets, Naval Academy Preparatory School (NAPS) enlistment packets, late applications.

• Update all varsity sports squad lists in the Midshipmen Information System (MIDS). Maintain NAAA Sports/Season records in MIDS. Request MIDS access for new coaches and maintain NAAA Sport Associates records as it relates to coaches.

• Provide technical support between NAAA Coaches/Staff and the Information Technology Services Division (ITSD) with regard to the AIS/Salesforce and MIDS systems.

• Design and prepare various reports for staff in both the AIS and MIDS systems.

• Create documents and presentations to support briefings to leadership and external organizations.

• Interact with the Office of Institutional Research for data research and report development.

• Assist with organizing the annual NAAA Luncheon/Briefing with Coaches, Commandant's Staff members, Team Officer Representatives and Team Faculty Representatives.

• Assist in the coordination of the annual NAPS visit and other special projects as required.

• Maintain office supplies for staff.

Required Skills/Abilities:

• Proficiency in the following programs/database systems: Google Workspace (required); Microsoft Office Suite including Word, Excel, and PowerPoint (required); Salesforce (preferred); BusinessObjects Business Intelligence (preferred).

• A strong aptitude for learning new software systems and database manipulation.

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Ability to work independently.

• Sensitivity and discretion in the handling of Personally Identifiable Information in order to protect the privacy of individuals.

Education and Experience:

• At least two years of experience in an administrative role in a professional office environment. (required).

• Experience in higher education admissions and/or athletics. (preferred).

Application Process

• Applications will be accepted until June28, 2024

• The NAAA is an EEO employer.