Administrative Assistant

Position Overview:

This position reports to the Director of Athletics and is responsible for providing administrative support to the staff in the department including organization of events, determining, and communicating student-athlete eligibility status, coordination, and supervision of student support staff, maintaining records for the departments and general administrative tasks.

Essential Job Functions

Position Overview:

This position reports to the Director of Athletics and is responsible for providing administrative support to the staff in the department including organization of events, determining, and communicating student-athlete eligibility status, coordination, and supervision of student support staff, maintaining records for the departments and general administrative tasks.

Essential Job Functions

Responsibilities include, but not limited to the following:

• Provide administrative support to the athletic staff.
  • Coordinate the routine delivery, pick-up and distribution of departmental mail and campus communication.
  • Establish and maintain active communication with all appropriate campus offices.
  • Hiring, training, supervising and evaluating student employees to provide secretarial support for the departments and athletic recruiting.
  • Revise and maintain departmental handbooks in conjunction with supervisors.
  • Coordinate and assist with new staff orientation to the departments.
  • Analyze internal operations and implement new practices when requested.
  • Ensure security, integrity and confidentiality of data related to student records.
  • Monitor and maintain office supplies and inventory.
  • Serve as contact (internal and external) for the following events:
  • Friends of Manchester Golf Outing;
  • Hall of Fame and Coach of the Year Honors Luncheon;
  • Athletic Awards Program.
  • Serve as recording secretary for the Athletic Committee Meetings.
  • Prepare and review competition schedules for Athletic Committee approval.
  • Process and maintain contracts for athletic contests in consultation with the appropriate coach.
  • Process payment for officials and paid staff for assigned events.
  • Coordinate athletic awards system including creating, ordering, and distribution of awards and the associated record keeping.
• Coordinate Athletic Eligibility.
  • Educate student-athletes on NCAA and institution eligibility requirements.
  • Work with the Registrar to determine eligibility for student-athletes.
  • Maintain eligibility records.
  • Report eligibility status to student-athletes and coaching staff.
  • Serve as contact person for student-athletes transferring to and from institution.
• Maintain NCAA Compliance records for all student-athletes.
• Compile, maintain and provide statistical information regarding participation for internal and NCAA reporting purposes.
• Assist with coordination and management of hosted post-season tournaments.

Secondary Job Functions

• Assist with Athletic Budget preparation. 
• Handle customer inquiries.
• Other duties as assigned by the Director of Athletics.

Qualifications

• High school diploma or equivalency. Post-secondary education/degree strongly preferred.
• Basic knowledge of computers, including software for word processing, email, access, spreadsheets, Colleague and/or Power BI for student information, telephone, copier/printer/fax.
• Must be highly proficient in written communication for document composition and proofreading purposes and possess polished oral communication skills and telephone etiquette.
• Professional appearance and the ability to interact effectively with people at all organizational levels are essential.
• Must be highly self-directed, well organized, detail oriented, and comfortable completing tasks with a minimum of direct supervision.
• Must possess the ability to multitask and coordinate multiple office activities simultaneously while completing assigned tasks in an accurate and timely manner.  
• Confidentiality is necessary.
• The abilities to lift approximately 20 lbs.; hear and speak clearly; sit for up to 8 hours per day; and keyboard for extended periods are all essential qualifications for this position.

Work Schedule: This is a full time, non-exempt position. Forty (40) hours per week - 8:00 A.M.-5:00 P.M. M-F - will be the general rule.  However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be required occasionally.