Administrative Specialist

EXPIRED

Position Details

Req ID:

req18258

Position Title:

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Position Details

Req ID:

req18258

Position Title:

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Administrative Specialist

Position Type:

Staff Full-Time

Position Number:

1100

Campus:

Langston

Department:

Langston University

Location Address:

United States

Hiring Supervisor:

Hiring Range:

(Contingent upon available funding):

35,568.00 - 36,600.00, Commensurate with education and experience

Work Schedule:

M-F (hours may vary)

Faculty Appt Period:

Job Summary:

Department of Athletics Administrative Specialist Job Description

Position Title: Administrative Assistant

Reports to: Director of Athletics

Summary: The Athletics Administrative Specialist will be counted on to provide administrative support to the director of athletics and may be called upon to act as a liaison between coaches, students, parents, members of the athletic booster club, alumni, and the greater Langston University community. He/she must possess high-energy, a “can-do” attitude, and the ability to keep everything in perspective no matter how crazy the day (most likely the afternoon). The Athletic Administrative Specialist may at times be called upon to assist our coaching staff with the completion of time sensitive documents, maintain confidential information, and keep records for future use and audits. You must be able to balance multiple projects and change priorities during stressful situations without losing focus. Important to the position is the ability to maintain confidential information. You may become aware of a student’s grades, health concerns, and perhaps issues with respect to their friends and family. It is imperative that the Athletic Administrative Specialist maintains the strictest confidence (except in emergency situations) as it relates to these matters and other issues as they become known. Many times, you will be the first person someone meets when visiting the department of athletics. It is imperative that you understand the importance of providing a positive first impression and demonstrating a strong commitment to excellent customer service.

Specific tasks may include, but are not limited to:

Assisting the director of athletics with tracking the athletic department budget

Completing purchase orders and foundation request forms

Assisting the Assistant Director of Athletics/Compliance with organizing meeting spaces for student-athletes, coaches’ meetings and other special events hosted by the Department of Athletics

Attend athlete meetings and take minutes

Schedule event management personnel (box office, ticket takers, concession stand personnel,

As well as assist with the scheduling and payment of scorekeepers, chain crew, officials and clock operators, etc.)

Open office daily at 8:00AM. Maintain a professional and presentable front office area.

Supervise Work Study students and those students that use athletes as an area for community service.

Serve as liaison for Aladdin catering for departmental functions, game day operations and the suites during football and basketball seasons.

Assist with game operations where needed with other sporting events like softball games, track meets and volleyball games.

Specific tasks may include, but are not limited to:

Assisting the coaching staff with coordinating road trips including, transportation, hotel reservations,

meals, etc.

Ensuring that all game officials, conference and NAIA dues are paid on time.

Assist the Director of Athletics with departmental inventory and maintain records of each athletic

programs inventory at the conclusion of the season.

Ordering athletic banquet awards

Assisting the athletic director by attending and keeping written records of meetings (athletic booster

club, pre-season team and parent meetings, etc.)

Assisting the director of athletics, coaching staff, Langston University, etc. with major events such as

the spring athletic awards reception, pre-season media days, Homecoming and other departmental

functions.

Other duties as assigned

Special Instructions to Applicants

Apply online and upload a resume for full consideration.

Education & Experience

Position Qualifications:

Qualifications or Skills Required:

Proficient in Microsoft Office Suite (primarily Word and Excel), Internet, and team scheduling, use of

the Microsoft Calendar, software and OK Corral Purchasing System experience preferred.

Trustworthy – able to maintain confidential information as appropriate, for example academic and

personal family information, etc.

Strong organizational skills – the ability to balance multiple projects and changing priorities without

losing focus

Excellent verbal and written communication skills

Able to work in a complex team-oriented environment in order to accomplish department goals and

objectives.

A willingness to help others in the department and throughout the university as necessary

Maintain a “solution conscious” attitude when faced with challenges. Be pro-active instead of

reactive.

Able to follow and complete detailed verbal and written instructions within specified timeframes.

Able to perform assigned duties with speed and accuracy

Proven record of attendance and punctuality

Qualifications of Skills Preferred:

Experience working in an athletic department setting or a high-demand office environment

Familiarity with the “language of sports”

Langston University is committed to providing equal opportunity to all qualified employees without regard to race, color, religion, gender, national origin, age, physical or mental disability, status about public assistance, membership or activity in a local commission, status as a military veteran, or marital status. Qualifications for employment and promotion are based upon ability to perform the job, as well as dependability and reliability once hired.

Application Deadline: Open until position is filled

Langston University (LU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, LU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

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