Office Manager

Description

The Office Manager supports the Director of Intercollegiate Athletics by managing a complex office workload, coordinating communication and schedules, and ensuring the efficient daily operation of the Athletics administrative office. This position serves as a primary point of contact for internal and external constituents, supports key departmental projects and events, and helps advance the mission, values, and strategic priorities of Hampton University Athletics.

Examples of Duties

· Manage the Director’s calendar, including scheduling and prioritizing meetings, travel, events, and conference calls, and proactively resolving conflicts.

· ·Serve as the first point of contact for the Director’s office, triaging calls, emails, and visitors, and ensuring timely, professional responses and follow-up.

· Coordinate meeting logistics (agendas, materials, minutes, technology, and space) for internal staff meetings, executive leadership meetings, and external stakeholder engagements.

· Arrange and reconcile travel for the Director and select athletics staff, including itineraries, expense documentation, and compliance with university and NCAA policies.

· Draft, proofread, and prepare correspondence, reports, presentations, and briefing materials on behalf of the Director and the Department of Athletics.

· Support special projects related to strategic planning, student-athlete programming, community engagement, fundraising, and events assigned by the Director.

Description

The Office Manager supports the Director of Intercollegiate Athletics by managing a complex office workload, coordinating communication and schedules, and ensuring the efficient daily operation of the Athletics administrative office. This position serves as a primary point of contact for internal and external constituents, supports key departmental projects and events, and helps advance the mission, values, and strategic priorities of Hampton University Athletics.

Examples of Duties

· Manage the Director’s calendar, including scheduling and prioritizing meetings, travel, events, and conference calls, and proactively resolving conflicts.

· ·Serve as the first point of contact for the Director’s office, triaging calls, emails, and visitors, and ensuring timely, professional responses and follow-up.

· Coordinate meeting logistics (agendas, materials, minutes, technology, and space) for internal staff meetings, executive leadership meetings, and external stakeholder engagements.

· Arrange and reconcile travel for the Director and select athletics staff, including itineraries, expense documentation, and compliance with university and NCAA policies.

· Draft, proofread, and prepare correspondence, reports, presentations, and briefing materials on behalf of the Director and the Department of Athletics.

· Support special projects related to strategic planning, student-athlete programming, community engagement, fundraising, and events assigned by the Director.

· Maintain electronic and hard-copy filing systems, databases, and records for the Director’s office, ensuring accuracy, confidentiality, and alignment with university policies.

· Coordinate department-wide events and initiatives (e.g., banquets, donor events, campus visits, conference meetings) in collaboration with athletics staff and campus partners.

· Assist with basic budget and financial administration for the Director’s office, including monitoring expenditure, processing requisitions, purchase orders, and reimbursements.

· Serve as a liaison between the Director’s office and athletics staff, university administration, donors, alumni, conference offices, and community partners to facilitate effective communication.

· Support maintenance of staff directories, contact lists, and departmental communication channels, including website updates and internal announcements, in coordination with appropriate units.

· Ensure all activities and communications from the Director’s office reflect Hampton University’s values and comply with institutional, conference, and NCAA rules and guidelines.

· Perform other related duties assigned to support the efficient operation and strategic goals of Hampton University Athletics.

Typical Qualifications

· Associate’s degree required; bachelor’s degree preferred, ideally in business administration, sport management, communications, or related field.

· Minimum of three to five years of progressively responsible administrative support experience, preferably in higher education, athletics, or a complex executive office environment.

· Demonstrated proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to learn and use departmental databases, scheduling tools, and collaboration platforms.

· Excellent written and verbal communication skills, including professional correspondence, document preparation, and interaction with a broad range of stakeholders.

· Strong organizational and time-management skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing demands in a fast-paced environment.

· Proven ability to exercise discretion, maintain confidentiality, and demonstrate a high level of professionalism, diplomacy, and customer service.

· Ability to work independently and collaboratively, build positive working relationships, and represent the Director and Department of Athletics effectively.

· Availability to work on occasional evenings and weekends to support athletics events, meetings, and special projects as needed.

Apply Now