Administrative Assistant to the Director of Athletics

EXPIRED

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.

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.

Minimum 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.

Additional Information for Applicant

Additional Information

This role is identified as one that includes significant interaction with students and/or campus activities, and/or has oversight for disciplinary procedures. Therefore, you are considered a Campus Security Authority (CSA) and required to report any Clery Act crime disclosed to you and remain compliant with annual CSA training requirements.

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.

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