Executive Assistant (Athletics)

EXPIRED

About Us

As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University.

Job Summary

Independently manage and oversee the executive administrative support activities of a major multifaceted division administered by a University Administrator.

Responsibilities

Typical Allocation of Duties

Oversee and coordinate day to day activities - 20%
Oversee and coordinate the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.

Serve as primary point of contact - 15%
Serve as the primary point of initial contact on any matter directed to the University Administrator.

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About Us

As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University.

Job Summary

Independently manage and oversee the executive administrative support activities of a major multifaceted division administered by a University Administrator.

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Responsibilities

Typical Allocation of Duties

Oversee and coordinate day to day activities - 20%
Oversee and coordinate the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.

Serve as primary point of contact - 15%
Serve as the primary point of initial contact on any matter directed to the University Administrator.

Coordinate special programs - 15%
Coordinate special programs or initiatives for the University Administrator some of which may have University-wide impact.

Manage external and internal contacts - 15%
Manage University Administrator's external and internal contacts; receive, screen, evaluate, and determine the appropriate response to all written correspondence received by the office; independently formulate and disseminates written responses as appropriate.

Manage financial operations - 15%
Assist with the management of the financial operations of the University Administrator's office.

Coordinate dispositions and resolutions of issues - 10%
Coordinate the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise.

Participate on Committee - 10%
Participate in various committees and professional organizations.

Supervisor Expectations

• Assist with the athletic director's schedule to ensure critical and strategic issues are efficiently prioritized.
• Aid in tracking and monitoring a $5 million budget, including coordinating transactions with various departments and budget managers to minimize potential financial oversights and make recommendations based on analysis.
• Maintain all sponsor/corporate club invoicing and receipt payments, including contact templates and deposits for the receivables.
• Manage QuickBooks account for the department's account receivables. Prepare statements and invoices. Create deposit summaries and maintain records for auditing purposes.
• Submit foundation check requests, ensure proper funding is available and maintain records for auditing purposes following State of Georgia policies and procedures.
• Create requisitions for Purchase Orders following State of Georgia policies and procedures. Verify and request payment for invoices and maintain records for auditing purposes.
• Prepare deposits for all athletic revenue (cash, check and credit cards), reconcile receipts to Ticket Return Daily Transaction Reports, Ticket Seller sheets, and PayConex and Touchnet for credit card purchases in accordance with State of Georgia policies and procedures.
• Schedule all intercollegiate sports and programs travel. Work with NCAA travel agent for all NCAA post-season travel to include air and bus travel.
• Complete all PAR (Personnel Action Request) forms. Assist with navigating the selection process, which includes moving candidates through the system of record.
• Oversee office and ticket seller petty cash.
• Approve timecards and absence requests for select staff in the department.
• Create yearly agreement employment letters for all staff required by the NCAA.

Required Qualifications

Required Experience
Bachelor's degree and over five (5) years of related work experience

Proposed Salary

$43,108

Conditions of Employment

Employment is contingent upon successful completion of a background check. Position May Require Credit Check (if using P-Card, working with Cash, etc.).

Position Requires completion of VSU's Annual Compliance Training course (such as State Business Transactions, Drug Free Workplace, Anti-Harassment Policy, Introduction to Information Security, Workers Compensation, Motor Vehicle Policy,USGEthics Policy, Conflict of Interest/ Outside Activities Policy, Leave Procedures for Faculty and Staff, Georgia Open Records Act, Family Educational Rights and Privacy Act (FERPA), and Contracts 101. Supervisory positions require training inFMLAand Worker's Compensation.

Equal Employment Opportunity

Valdosta State University is an Equal Opportunity educational institution and has a strong institutional commitment to diversity and inclusion. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including, but not limited to minorities and individuals with disabilities. Valdosta State University has a non-discrimination policy that includes sex, race, color, sexual orientation, religion, age, marital status, national origin, disability, and veteran status.

Other Information

VSU reserves the right to:

• View social media outlets
• Check references at any point during the search process
• Shut down a posting without additional notification.

Background Check

• Position of Trust + Credit

Accommodations

If you are a qualified individual with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings, apply for a job on this site, or participate in the search process as a result of your disability. You can request reasonable accommodations by contacting Catherine Wills, in the Office of Human Resources atcroark@valdosta.edu.

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