Administrative Assistant to Athletic Department

EXPIRED

Apply

Description

Responsibilities:

Apply

Description

Responsibilities:

1. Manage and coordinate assigned tasks and projects for Athletic Director. Work independently taking general instructions to plan, implement, and complete tasks.

2. Serve as receptionist for students, recruits, parents, etc.  

3. Complete required annual NCAA, SLIAC, and NCCAA forms and reports, relying on other Departments to provide data.

4. Ensure membership fees in NCAA, UMAC, NCCAA, SLIAC are paid on time.

5. Schedule practices, games, classes, campus events, community events in HJ Long and Crum Rec Center according to hierarchy.

6. Plan Honors Banquet in collaboration with SID, Advancement, Fresh Ideas, Marketing and Alumni Office.

7. Collect and distribute Athletic roster information to other University departments as needed, especially Student Accounts and Financial Aid.

8. Collaborate with Student Success, Community Life, Fresh Ideas for NSO success.

9. Manage team rosters keeping them current and accurate. 

10. Work with Athletic Trainer to complete required athetic paperwork every Spring Summer and Fall.

11. Manage the collection and storage of information related to athlete’s physicals and NCAA forms. 

12. Coordinate with Director of Student Accounts/Business office for accurate billing of student athletic insurance.

13. Remain current with the use of technology (D2L, Jenzabar, Sportsware software, Freshdesk) and the ability to adapt to the changing environment. Attend in house training sessions regarding technology and other internal upgrades or changes. Be knowledgable regarding sports information technology systems required by the Conference, NCAA or NCCAA.

14. Provide contracts with competing universities for athletic events, per coach request.

15. Prepare monthly agenda for coaches meeting. Follow up with meeting minutes. 

16. Assist staff with Concur expense reports, invoices submissions, and reimbursements. 

17. Support Sport Information Director with athletic website content.

18. Support Sport Information Director with Departmental Awards.

19. Assist Compliance Office to ensure athletes meet NCAA requirements.

20. Supervise the distribution of campus and U.S. Mail.

21. Schedule meetings; Distribute information to coaches 

22. Support Graduate Assistants through on-boarding

23. Supervise the student worker.

24. Monitor and order office supplies. Report equipment and maintenance needs to the Athletics Director and /or Facilities Department. 

25. Be available to work flexible hours, including special weekend and evening athletic events, including but not limited to: NSO, homecoming, conference tournaments, Honors banquet,  golf scramble, Home Track meets, special recruiting events and/or special academic events etc. This is to be communicated in advance by the Athletics Director or Department Chair. 

Requirements

• Communicate professionally, both verbally and in writing
• Ability and desire to work flexible hours to insure the success of Athletic events
• Proficient skills in technology: MS-Word, PowerPoint, Excel, Outlook, social media and other emerging technology
• Strong and above average organizational skills
• Support University and Athletic mission statement
• Maintain a high level of confidentiality on personnel matters
• Connect positively with students
• Previous experience in athletics and an office setting is desired