Athletics Administrative Assistant

EXPIRED

Title:    Athletics Administrative Assistant             

Department/Location:    Athletics/Hay Field House

Organizational Relationships:    Reports to Director of Athletics   

Summary:  This position is responsible for supporting the athletics director with the flow of communication to coaches, the accounting office, the registrar, the ATC’s, and the Associate AD’s. They are the first point of contact for anyone needing information about athletics. The office manager will gather information from a variety of sources and keep accurate records. They will prepare invoices, work orders, and checks for deposit and distribute them to appropriate channels. They will conduct a yearly review of the department manual, department organizational chart, building safety plan, office supplies and AED’s and report needed updates to AD and Associates. They will check in regularly with the athletic training office to help track, report and schedule support services for students who are recovering from athletic injuries. They will prepare and file rosters, as well as end of year reports and maintain a supply closet for athletic awards. They will collect and file data relevant to department assessment and NCAA reports. They will assist with the preparation of NCAA reports around FA and student composition.

Title:    Athletics Administrative Assistant             

Department/Location:    Athletics/Hay Field House

Organizational Relationships:    Reports to Director of Athletics   

Summary:  This position is responsible for supporting the athletics director with the flow of communication to coaches, the accounting office, the registrar, the ATC’s, and the Associate AD’s. They are the first point of contact for anyone needing information about athletics. The office manager will gather information from a variety of sources and keep accurate records. They will prepare invoices, work orders, and checks for deposit and distribute them to appropriate channels. They will conduct a yearly review of the department manual, department organizational chart, building safety plan, office supplies and AED’s and report needed updates to AD and Associates. They will check in regularly with the athletic training office to help track, report and schedule support services for students who are recovering from athletic injuries. They will prepare and file rosters, as well as end of year reports and maintain a supply closet for athletic awards. They will collect and file data relevant to department assessment and NCAA reports. They will assist with the preparation of NCAA reports around FA and student composition.

Who We Are**  ** 

At our award-winning pre-K–12 school in St. Louis, Missouri, and top-ranked Principia College in Elsah, Illinois, Principia faculty and staff make up a close-knit community of educators, coaches, and professionals taking a distinct approach to education—blending academic excellence with Christian Science-based character education. Principia’s team of over 500 employees supports not only Principia School and Principia College, but also a worldwide network of Alumni & Friends.  

At Principia College, our globally-focused curriculum honors diverse perspectives and develops creative changemakers who use their academic skills for good in service to themselves, their communities, and the world. In-depth study meets real-world experience through study abroad programs, internships, capstone projects, and a robust slate of student activities, including a world-renowned mediation team, top-ranked solar car team, national champion rugby club, and the nation’s oldest student-run public affairs conference. 

Principia employees are part of an engaging academic community preparing students to be tomorrow’s leaders, thinkers, and changemakers. We strive to create a collaborative and inclusive environment where everyone feels they belong and are valued. 

Work Performed: Essential Duties*

Office Management:

• Point of contact for anyone needing information about Athletics.
• Maintains flow of information within department.
• Helps maintain calendar for AD / Coordinates thank you/ condolences.
• Assists with planning for department retreat – new school year training.
• Assists with onboard of new hires. (Reviews department manual with new hires. Coordinate introductions with other offices. 
• Maintains files forms, records, equipment/uniform purchases, and rotations.
• Oversees athletics department awards program; requests letter certificates, maintains stock of chenille letters, pins, etc.; initiates process for letter award certificates, jackets, plaques, pins, etc.
• Enters all rosters into banner and maintains oversight of NCAA mandated academic load and performance in coordination with the registrars’ office. Distributes reports to AD, Compliance Coordinator, FAR and coaching staff.
• Maintain a record of student participation and performance for historic and eligibility purposes.
• Monitors student-athlete academic standing, registration, and paper flow: physicals, Baseline tests, Code of Conduct, NCAA forms, photo consent forms, and GPA release forms. Sends regular reports to coaching staff, AD and Associates until all forms complete.
• Helps to track and oversee Concussion Protocol in collaboration with AD, coaches, and ATC, including Baseline Testing, Return to Learn, and appointments for physician to clear athletes.
• Sends notification of concussion to FAR for letter distribution to professors.
• Maintain a record of student participation and performance for historical and eligibility purposes.
• Assists with the completion and maintenance of NCAA forms for NCAA reporting.
• Assists with the collection of data needed for the yearly NCAA Sports Demographic report.  
• Collect data and assist with the writing of the Membership Financial Report.
• Obtains quotes and prepares invoices for bus travel. 
• Coordinates and tracks vehicle requests.
• Keeps student-athletes' records and team rosters; produces end of year reports.
• Takes, keeps, distributes department minutes; distributes department mail.
• Coordinates communication regarding cancelations & make ups with athletics administrators, facilities and events manager, SID, ATC, and coaches. Manage transportation updates. 
• Meets with AD and SLT as needed.
• Coordinates supply needs for office and equipment; trains personnel in use of office equipment.
• Distributes/collects End-of-Season reports.
• Provides, collects files head coaches inventory report – shares with AD and associates.
• Distributes/collects end of season reports – shares with AD and Associates.
• Prepares year-end report/Athletics department dashboard, maintains permanent files.

Budget Management:

• Works with AD to oversee athletics related budgets.
• Interfaces with College Budget Manager and Accounting to prepare and send journal entries for athletics budget to ensure receipts are accounted for and processed properly.
• Provides training to coaches to assure they are reconciling credit card statements correctly.
• Processes purchase requisitions, deposits, and check requests.
• Submits Dept TMAs.
• Works with the AD to reconcile the department budgets. 

To perform this job successfully, an individual should demonstrate the following competencies:

• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs
• Team Work - Gives and welcomes feedback; Able to build morale and group commitments to goals and objectives; Contributes to building a positive team spirit; Supports everyone's efforts to succeed
• Quality Management - Demonstrates accuracy and thoroughness
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan
• Initiative - Looks for and takes advantage of opportunities; Asks for and offers help when needed
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other people and their tasks
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.

Minimum Qualifications: 

• Student of Christian Science
• Supportive of Principia’s mission, vision, and values as articulated here https://www.principia.edu/about/mission
• Bachelor’s Degree 
• Event management experience/ accounting or bookkeeping experience/ record keeping experience
• Interest  and experience in the field of athletics.

*The statements herein are intended to describe the general nature and level of work being performed but are not to be seen as a complete list of responsibilities and are subject to change at the discretion of the employer. Additionally, they do not establish a contract for employment.

Equal Opportunity **  **

Principia, a mission-driven institution, believes every person has the right to an equitable and respectful educational environment and workplace. Principia does not discriminate on the basis of race, color, national origin, ethnicity, gender (identity or expression), sexual orientation, family status, disability, age, or military or veteran status.  In hiring, admissions, and related decisions, Principia—as an institution with a religious mission—gives preference, where appropriate, to Christian Scientists.