Administrative Assistant to the Director of Athletics

EXPIRED

Posting Details

First Section

Position Title

Administrative Assistant to the Director of Athletics

Position Approval Date

08/19/2024

Is this position budgeted?

Yes

Is this position an essential position?

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Posting Details

First Section

Position Title

Administrative Assistant to the Director of Athletics

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Position Approval Date

08/19/2024

Is this position budgeted?

Yes

Is this position an essential position?

No

About Susquehanna

Susquehanna University is the future-ready institution for today, invested in cultivating intellectual grounding, active learning and global citizenship for all students. Renowned as one of the finest U.S. national liberal arts colleges, Susquehanna inspires and challenges 2,200 enterprising, bright-minded students studying the arts, business, humanities and sciences. Our students seize opportunities through exceptional worldwide internships, expert-guided research and an acclaimed study-abroad program, leading to a transformative education that empowers each graduate to realize their unique potential and lead a successful and meaningful life.

The Susquehanna River Valley with its fresh air and overall pleasant year-round climate, provides four distinct seasons amidst a backdrop of vibrant autumn foliage, occasional winter snowfalls, flower-filled springs and warm summer evenings illuminated by fireflies. Nearby outdoor recreational areas for hiking, kayaking, fishing and skiing — and the bustling cultural and commerce hubs of New York City, Washington D.C., Baltimore and Philadelphia within a three-hour drive — present abundant opportunities for learning and discovery.

Position Summary

Job Summary

This position serves as the primary administrative support for the Director of Athletics and reports directly to the Director. The administrative assistant is responsible for managing the Director’s schedule, assisting with departmental operations, and ensuring the efficient execution of various athletic and administrative activities. This position is defined as a non-exempt position under

FLSA

regulations. 

Specific Responsibilities

Serve as the first point of contact for walk-ins and phone inquiries, providing prompt and accurate responses to questions about the department.

Oversee and maintain the Director of Athletics’ daily calendar, ensuring efficient time management and alignment with departmental objectives.

Facilitate the ordering of supplies for the athletic department, ensuring timely procurement and adequate inventory levels.

Organize athletic event logistics, including compiling sports schedules, negotiating and finalizing game contracts, and arranging transportation and officiating needs.

Allocate and document departmental credit card charges and ensure timely processing of receipts and invoices for a staff of 20+.

Collaborate with athletics staff to support the development and tracking of budgets.

Ensure smooth financial operations by managing cash flow, including gate receipts and meal money requests.

Prepare and submit required reports for institutional, conference, and

NCAA

compliance, ensuring accuracy and timeliness.

Assist in the planning and execution of major athletic events, such as the Hall of Fame banquet and

NCAA

playoffs, assisting with logistics to ensure successful outcomes.

Provide comprehensive administrative support to the entire athletics department, promoting operational efficiency and ensuring all tasks are executed effectively.

Coordinate the registration process for special programs, such as water aerobics memberships.

Distribute building keys to authorized personnel and maintain an accurate and up-to-date log of all key assignments.

Assist with inputting and updating events in the

EMS

scheduling database, ensuring all entries are accurate and up to date.

Prepare and submit work orders and IT requests, ensuring timely resolution of issues and smooth departmental operations.

Contribute to the overall success of the department by taking on additional responsibilities and tasks as needed. 

Required Qualifications

Education

High school or equivalent required. 

Experience

A minimum of 1-2 years of administrative and Microsoft Office experience is required.  

Knowledge, Skills, Abilities

The administrative assistant possesses a strong understanding of the principles and processes involved in delivering high-quality customer service, including the ability to assess customer needs, meet service standards, and evaluate satisfaction levels. They have general knowledge of administrative and clerical systems, such as word processing, file and records management, form design, and other relevant office procedures and terminology. Effective communication is a key strength, with proficiency in both written and verbal communication tailored to the needs of different audiences such as faculty, staff, students, parents, and alumni. A deep understanding of the English language, including grammar, composition, and spelling, is another asset. The administrative assistant demonstrates strong active listening skills, paying full attention to others, processing information accurately, and asking appropriate questions while avoiding interruptions. Time management and prioritization are crucial abilities, as the administrative assistant efficiently manages their own time and the time of others. They can set clear priorities and work collaboratively within a team environment or independently when necessary. Lastly, the administrative assistant has proven organizational skills, demonstrating the ability to remain organized while managing multiple tasks simultaneously in a fast-paced setting.

Physical Demand

This position primarily involves sedentary work, requiring the ability to exert up to 10 pounds of force occasionally and minimal force frequently to lift, carry, push, pull, or move objects, including the human body. While most tasks are performed while seated, the role may occasionally require brief periods of walking or standing. The position demands strong communication abilities, including the capacity to speak clearly and listen to instructions. Manual dexterity is essential, as the role requires the regular use of fingers, hands, and arms for tasks such as typing, handling objects, and reaching. Additionally, the position may involve occasional stooping, crouching, and bending. Work is performed indoors in a standard office environment.

Preferred Qualifications

Special Instructions to the Applicant

Benefits Eligible

Yes

Number of Months

12 months

Additional Work Schedule Details?

Hours per week during the academic year (39 wks)

Hours per week during the summer (13 wks)

Status

Full-Time Benefits Eligible

Posting Date

09/20/2024

Closing Date

10/04/2024

Full-Time/Part-Time

Full Time

Open Until Filled

No

Anticipated Start Date

Posting Number

AH01299

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents 1. Resume 2. Cover Letter Optional Documents 1. Diversity & Inclusion Statement 2. Other Additional Documents

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