Administrative Assistant (part-time)

Job Description: The person in this position will support essential departmental operations, including, but not limited to, office administrative functions, staff on- and off-boarding, managing the schedule of the Associate Vice President for Athletics, and assisting with financial reconciliations. This is a part-time, in-person position with limited evening or weekend hours.

Location: Glenside

Responsibilities :

• Provides frontline administrative support within the department, including processing financial documents in accordance with university procedures, managing digital record-keeping, organizing student-athlete surveys, and liaising with other campus partners.
• Manages all aspects of critical operations involving Human Resources, including coordination of full-time searches, onboarding of new staff, orientation of personnel, and off-boarding.
• Coordinates and manages the schedule for the Associate Vice President for Athletics and serves as the in-person resource for office inquiries.
• Assumes full responsibility for managing all departmental contracts, including, but not limited to rental agreements, speakers, special events, and vendor relationships.
• Serves as the manager of office supplies for the entire athletics department, ensuring all staff members are equipped with necessary items.
• Processes the online approvals of departmental purchasing card usage for staff members and assists with the reconciling of expenses.
• Provides support for special events, including, but not limited to the Golf Outing, Hall of Fame, and Athletics Banquet
• Contributes to the overall success of the Athletics Department by performing all other duties and responsibilities as assigned, including administrative tasks, committee work, or representing the Athletics Department at conferences/meetings.

Essential Job Requirements:

Job Description: The person in this position will support essential departmental operations, including, but not limited to, office administrative functions, staff on- and off-boarding, managing the schedule of the Associate Vice President for Athletics, and assisting with financial reconciliations. This is a part-time, in-person position with limited evening or weekend hours.

Location: Glenside

Responsibilities :

• Provides frontline administrative support within the department, including processing financial documents in accordance with university procedures, managing digital record-keeping, organizing student-athlete surveys, and liaising with other campus partners.
• Manages all aspects of critical operations involving Human Resources, including coordination of full-time searches, onboarding of new staff, orientation of personnel, and off-boarding.
• Coordinates and manages the schedule for the Associate Vice President for Athletics and serves as the in-person resource for office inquiries.
• Assumes full responsibility for managing all departmental contracts, including, but not limited to rental agreements, speakers, special events, and vendor relationships.
• Serves as the manager of office supplies for the entire athletics department, ensuring all staff members are equipped with necessary items.
• Processes the online approvals of departmental purchasing card usage for staff members and assists with the reconciling of expenses.
• Provides support for special events, including, but not limited to the Golf Outing, Hall of Fame, and Athletics Banquet
• Contributes to the overall success of the Athletics Department by performing all other duties and responsibilities as assigned, including administrative tasks, committee work, or representing the Athletics Department at conferences/meetings.

Essential Job Requirements:

Education:

• Associate's degree from an accredited college or university is recommended.
• Bachelor's degree is preferred.
• Combination of education and experience will be considered.

Experience:

• Previous work-related skill, knowledge, or experience is required with previous experience in athletics or related field strongly preferred
  

Skills:

• Excellent organizational, communication, and leadership skills, whether dealing with individuals or groups, and an ability to work well with different constituents.
• Strong initiative, detail, and follow-up skills with student-athletes, staff members, and administration.
• Strong strategic thinking and problem-solving abilities.
• Ability to set and achieve or exceed goals and meet deadlines.
• Demonstrated and proven ability to work on multiple projects under time constraints.
• Ability to learn and apply University policies and procedures to ensure operational compliance and reliable judgement.
• General computer knowledge with a proficiency in Word, Excel, and Google documents.
• Effectively manage, organize, and prioritize office functions.
• Ability to accurately and thoroughly utilize office technology and to demonstrate practical knowledge of information management, email management, and privacy protection issues.
• Prior successful experience supporting the daily operations of a large department
• Ability to identify and understand issues, problems, or opportunities; determine course of action and develop appropriate solutions.
• Commitment to and sensitivity towards diversity.
• Positively represents the unit, department, and/or the University on policy, programs, or objectives.

Special Requirements :

• Flexibility with an evolving work environment is important.
• Ability to successfully complete a background check, motor vehicle check, and drug test.
• Compliance with NCAA Division III rules and regulations required.
• Compliance with athletic conference rules and regulations required.

Physical Requirements:

• Ability to move about campus and other locations.
• Physical ability to include standing and/or walking for long periods, bending, kneeling and stooping, manual dexterity, and ability to lift and carry up to 30 pounds.

Supervision:

• Received: Position reports to the Director of Athletics.
  
• Given: Supervises student workers.

Application Instructions :

• Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based, authentic educational experience by placing students at the center. The Institute of International Education has consistently ranked Arcadia first in the nation for study abroad, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for 10 consecutive years. The University's graduate programs in Physical Therapy, Physician Assistant, Education, and Public Health are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and a top performer for social mobility. Arcadia is home to a close-knit and welcoming community that supports students throughout their journey. Arcadia's quality academic programs, unique approach to a liberal arts education, and supportive community guide students toward degree completion and career success. Learn more about our vibrant community at www.arcadia.edu.

We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work.

At Arcadia University, our Lived Values are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Arcadia offers a competitive benefits package that includes excellent healthcare, generous tuition benefits for employees and their families, retirement benefits, health and wellness programs and resources, and much more.

Position Code: AC0016

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