Athletics Administrative Assistant

EXPIRED

Position Summary

The Athletics Administrative Assistant provides high-level administrative and operational support to the Athletics Department. This position assists with business functions such as requisitions, purchasing, accounts payable and receivable, and ensures the smooth daily operation of the athletics office. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, team-oriented environment.

Part-time, 25 - 28 hours per week.

Essential Functions

• Assist the Athletics Business Manager with processing purchase requisitions, expense reimbursements, invoices, and other billing needs.

• Manage the purchasing card system, including tracking, reconciliation, and file maintenance.

• Support athletic teams with game contracts, including processing, invoicing, and tracking of agreements.

• Manage day-to-day office operations, including scheduling, correspondence, filing, and supplies management.

• Serve as the primary point of contact for general inquiries to the Athletics Office via phone, email, and in person.

• Coordinate meetings, travel, and event logistics for department staff and visiting guests.

• Prepare meeting agendas, take and distribute meeting notes, and maintain an organized record of departmental meetings.

• Maintain the Athletics calendar, including scheduling for the Athletic Director and key department events.

• Prepare and process travel authorizations and related documentation for the Athletic Director and department staff.

Position Summary

The Athletics Administrative Assistant provides high-level administrative and operational support to the Athletics Department. This position assists with business functions such as requisitions, purchasing, accounts payable and receivable, and ensures the smooth daily operation of the athletics office. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, team-oriented environment.

Part-time, 25 - 28 hours per week.

Essential Functions

• Assist the Athletics Business Manager with processing purchase requisitions, expense reimbursements, invoices, and other billing needs.

• Manage the purchasing card system, including tracking, reconciliation, and file maintenance.

• Support athletic teams with game contracts, including processing, invoicing, and tracking of agreements.

• Manage day-to-day office operations, including scheduling, correspondence, filing, and supplies management.

• Serve as the primary point of contact for general inquiries to the Athletics Office via phone, email, and in person.

• Coordinate meetings, travel, and event logistics for department staff and visiting guests.

• Prepare meeting agendas, take and distribute meeting notes, and maintain an organized record of departmental meetings.

• Maintain the Athletics calendar, including scheduling for the Athletic Director and key department events.

• Prepare and process travel authorizations and related documentation for the Athletic Director and department staff.

• Assist with onboarding and administrative needs for coaches, staff, and student employees.

• Maintain accurate and organized departmental records and databases.

• Support department communication and correspondence, including document preparation, announcements, and mailings.

• Perform other duties as assigned by the Athletics Business Manager or Athletic Director.

Education & Experience

Minimum Qualifications

• Associate degree or equivalent experience in office administration, business, or a related field.

• Two years of administrative support experience, preferably in an athletics or higher education setting.

• Proficiency with Microsoft Office and common accounting or purchasing systems.

• Excellent communication, organizational, and customer service skills.

• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Bachelor’s degree in business, sport management, or a related field.

• Experience with Google Suite.

• Experience with athletic department or university financial systems.

• Knowledge of NCAA, conference, or institutional regulations and reporting practices.

Supplemental Information

Documents Needed to Apply:

• Resume
• Cover Letter
• 3 Professional References

Position is contingent on funding.

Southern Utah University does not discriminate on the basis of race, religion, color, national origin, citizenship, sex (including sex discrimination and sexual harassment), sexual orientation, gender identity, age, ancestry, disability status, pregnancy, pregnancy-related conditions, genetic information, military status, veteran status, or other bases protected by applicable law in employment, treatment, admission, access to educational programs and activities, or other University benefits or services. For more information or contact information, please visit https://www.suu.edu/nondiscrimination/.

_ In accordance with Utah State Code 53A-3-410, appointment to this position is contingent upon the successful passing of a background check. _

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