Administrative Assistant

Description

The Administrative Assistant, Football Operations, reports directly to the Chief of Staff and the Head Football Coach and provides high-level administrative, clerical, and operational support for the football program and the Department of Athletics. The position serves as a key point of contact for the football staff, student-athletes, campus partners, vendors, visitors, and external constituents while helping ensure the efficient, professional, and compliant operation of the program.

This position supports the administrative needs of the Head Football Coach and football staff in coordination with the Chief of Staff. The Administrative Assistant must demonstrate sound judgment, strong organizational ability, discretion, and the capacity to manage multiple priorities in a fast-paced collegiate athletics environment.

Examples of Duties

• Provide comprehensive administrative and secretarial support to the football program, including the Head Football Coach, assistant coaches, football operations staff, and other assigned personnel.
• Manage office operations for the football program, including correspondence, telephone coverage, visitor reception, mail distribution, filing, document preparation, copying, scanning, and supply coordination.
• Prepare, proofread, format, and distribute letters, memoranda, reports, itineraries, meeting materials, presentations, and other correspondence for the Head Football Coach, Director of Athletics, Chief of Staff, and football staff, as assigned.
• Coordinate and maintain calendars, appointments, meetings, travel-related schedules, and event logistics for the Head Football Coach and designated football staff.
• Assist with the planning and coordination of staff meetings, team meetings, recruiting-related administrative activities, alumni and donor engagement events, camps, clinics, community appearances, and football program functions.
• Support the administrative preparation of team travel materials, including itineraries, hotel rooming lists, transportation manifests, meal schedules, travel packets, and other required documentation.
• Assist with home-game and away-game administrative operations, including communication with campus partners, facilities, event management, ticket operations, athletics communications, transportation, lodging, and vendors.
• Maintain organized electronic and paper filing systems for football operations, correspondence, travel, scheduling, equipment-related documentation, and other program records.
• Receive and route telephone calls, correspondence, and visitors professionally; respond to routine questions and refer matters requiring coaching or administrative leadership attention to the appropriate staff member.

Description

The Administrative Assistant, Football Operations, reports directly to the Chief of Staff and the Head Football Coach and provides high-level administrative, clerical, and operational support for the football program and the Department of Athletics. The position serves as a key point of contact for the football staff, student-athletes, campus partners, vendors, visitors, and external constituents while helping ensure the efficient, professional, and compliant operation of the program.

This position supports the administrative needs of the Head Football Coach and football staff in coordination with the Chief of Staff. The Administrative Assistant must demonstrate sound judgment, strong organizational ability, discretion, and the capacity to manage multiple priorities in a fast-paced collegiate athletics environment.

Examples of Duties

• Provide comprehensive administrative and secretarial support to the football program, including the Head Football Coach, assistant coaches, football operations staff, and other assigned personnel.
• Manage office operations for the football program, including correspondence, telephone coverage, visitor reception, mail distribution, filing, document preparation, copying, scanning, and supply coordination.
• Prepare, proofread, format, and distribute letters, memoranda, reports, itineraries, meeting materials, presentations, and other correspondence for the Head Football Coach, Director of Athletics, Chief of Staff, and football staff, as assigned.
• Coordinate and maintain calendars, appointments, meetings, travel-related schedules, and event logistics for the Head Football Coach and designated football staff.
• Assist with the planning and coordination of staff meetings, team meetings, recruiting-related administrative activities, alumni and donor engagement events, camps, clinics, community appearances, and football program functions.
• Support the administrative preparation of team travel materials, including itineraries, hotel rooming lists, transportation manifests, meal schedules, travel packets, and other required documentation.
• Assist with home-game and away-game administrative operations, including communication with campus partners, facilities, event management, ticket operations, athletics communications, transportation, lodging, and vendors.
• Maintain organized electronic and paper filing systems for football operations, correspondence, travel, scheduling, equipment-related documentation, and other program records.
• Receive and route telephone calls, correspondence, and visitors professionally; respond to routine questions and refer matters requiring coaching or administrative leadership attention to the appropriate staff member.
• Support administrative processes related to recruiting activities, including scheduling, itinerary preparation, documentation, visitor coordination, correspondence, and record maintenance, in accordance with institutional, conference, and NCAA rules and policies.
• Assist with the preparation and tracking of purchasing requests, invoices, expense documentation, vendor correspondence, and departmental forms in collaboration with designated athletics business-office personnel.
• Maintain confidentiality regarding student-athlete information, recruiting information, personnel matters, travel, financial information, strategy, and other sensitive institutional or football-program information.
• Assist with data entry, spreadsheet preparation, database updates, roster-related administrative records, and routine reporting as assigned.
• Coordinate office supply inventories and submit requests for routine materials, printing, and office equipment needs.
• Support football camps, clinics, youth outreach programs, alumni engagement activities, fundraising events, and other special events as assigned.
• Serve as a collaborative liaison between the football program and Athletics administration, academic support, compliance, sports medicine, strength and conditioning, equipment, facilities, communications, ticketing, development, campus departments, and external partners.
• Provide support to the Chief of Staff and the Department of Athletics during peak operational periods, departmental events, and special projects.
• Perform other duties as assigned by the/Chief of Staff, Head Football Coach, or designee.

Typical Qualifications

• High school diploma or GED required.
• One to three years of administrative, secretarial, clerical, customer-service, event-support, or related professional experience required.
• Demonstrated proficiency in typing, document preparation, calendar management, recordkeeping, filing, and office administration.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, Teams, and related electronic database or scheduling systems.
• Strong written, verbal, organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities, maintain attention to detail, meet deadlines, and work effectively in a fast-paced environment.
• Ability to exercise sound judgment, professionalism, discretion, and confidentiality.
• Ability to work independently while maintaining a collaborative, service-oriented approach with coaches, staff, student-athletes, campus partners, and external constituents.
• Ability to learn and follow applicable institutional, conference, and NCAA policies, procedures, and regulations.

Preferred Qualifications

• Associate’s degree or higher from an accredited institution.
• Experience supporting a collegiate athletics program, football program, coaching staff, executive office, or similarly high-volume operation.
• Experience coordinating travel, meetings, events, recruiting visits, camps, or operational logistics.
• Familiarity with college athletics administrative processes, NCAA compliance expectations, and student-athlete confidentiality requirements.
• Experience using athletics, travel, financial, recruiting, scheduling, or database-management systems.

Supplemental Information

• Valid Driver’s License
• Knowledge of Marketing operations
• Strong management skills
  

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