Administrative Assistant (revised)-Athletics

Open for hire: 12-03-2024

SUMMARY

Under general supervision provides support for the Athletic Director and Assistant Athletic Director. Secretary and Receptionist for the Athletic Department, including directly working with Athletic Training, and all athletic teams.

ESSENTIAL DUTIES & RESPONSIBILITIES include the following. Other duties may be assigned.

1. Orders and maintains office supplies for Athletics office and verifies invoices as necessary. Processes check requests for travel advances and reimbursements. Prepares deposits for donations taken.
2. Answers phones, assists guests, and assists with locking and unlocking athletics facilities as needed.
3. Performs data entry and maintenance of files and assists in creating documents for Athletic Director, Assistant Athletic Director and other individual sports as necessary.
4. Arranges travel for teams by securing busses or vans, preparing travel advances through Finance, creating excuse lists for classes of team members and preparing expense reports following trips.
5. Assists with football reporting day in the fall as needed. Arranges meals with cafeteria for Football, Soccer, Volleyball, and Cross Country for preseason.
6. Assists with ticketing for football and basketball games, selling tickets in office and on game days, preparing ticket trailer/booth for ticket sales, etc.
7. Maintains databases including setting up new athletes in Banner, entering athletic awards and updates when needed, assisting with transfer and management of athlete financial aid information from Banner to NCAA Compliance Assistant.
8. Assists Compliance Officer with maintaining Squad Lists and NCAA equivalencies throughout the year for all sports.

Open for hire: 12-03-2024

SUMMARY

Under general supervision provides support for the Athletic Director and Assistant Athletic Director. Secretary and Receptionist for the Athletic Department, including directly working with Athletic Training, and all athletic teams.

ESSENTIAL DUTIES & RESPONSIBILITIES include the following. Other duties may be assigned.

1. Orders and maintains office supplies for Athletics office and verifies invoices as necessary. Processes check requests for travel advances and reimbursements. Prepares deposits for donations taken.
2. Answers phones, assists guests, and assists with locking and unlocking athletics facilities as needed.
3. Performs data entry and maintenance of files and assists in creating documents for Athletic Director, Assistant Athletic Director and other individual sports as necessary.
4. Arranges travel for teams by securing busses or vans, preparing travel advances through Finance, creating excuse lists for classes of team members and preparing expense reports following trips.
5. Assists with football reporting day in the fall as needed. Arranges meals with cafeteria for Football, Soccer, Volleyball, and Cross Country for preseason.
6. Assists with ticketing for football and basketball games, selling tickets in office and on game days, preparing ticket trailer/booth for ticket sales, etc.
7. Maintains databases including setting up new athletes in Banner, entering athletic awards and updates when needed, assisting with transfer and management of athlete financial aid information from Banner to NCAA Compliance Assistant.
8. Assists Compliance Officer with maintaining Squad Lists and NCAA equivalencies throughout the year for all sports.

QUALIFICATIONS

This position requires an individual to be a member in good standing of the church of Christ. To perform this job successfully, an individual must be able to perform each essential duty at a fully acceptable level. The requirements listed below are representative of the knowledge, skill, ability, and other behaviors required.

EDUCATION and/or EXPERIENCE

Associate Degree or equivalent college hours, and at least three years secretarial experience including accounting and data entry or equivalent education and experience.

KNOWLEDGE, SKILLS, ABILITIES, & OTHER

• Cooperation - Openly shares information, knowledge and expertise with co-workers and cooperates with other members to achieve the workgroup’s goals; puts the interest of the University/unit ahead of accomplishing individual goals.
• Service Orientation - Understands the perspective and requirements of the customer, both internal and external; does what it takes to serve the customer to meet or exceed their expectations and anticipates future needs of the customer.
• Dependability - Consistently takes responsibility for completing work on time and follows through on commitments; acts with integrity and trustworthiness. Available for work on a consistent and timely basis with infrequent unplanned absences.
• Confidentiality – Understands and respects University policy and state and federal regulations concerning the restrictions of information disclosure.
• Read and comprehend instructions, short correspondence, and memos.
• Ability to maintain records.
• Ability to understand and follow specific instructions and procedures.
• Word processing and/or data entry skills.
• Ability to prepare and print routine correspondence, labels, and/or other basic written material.
• Skill in the use of operating basic office equipment.
• Ability to maintain calendars and schedule appointments.
• Receptionist skills.
• Knowledge of basic accounting/bookkeeping procedures.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.