SPECIAL ASSISTANT TO SENIOR ASSOCIATE ATHLETIC DIRECTORS/RECEPTIONIST

EXPIRED

SPECIAL ASSISTANT TO SENIOR ASSOCIATE ATHLETIC DIRECTORS/RECEPTIONIST

Req #:

Req #:

230379

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SPECIAL ASSISTANT TO SENIOR ASSOCIATE ATHLETIC DIRECTORS/RECEPTIONIST

Req #:

Req #:

230379

Apply Now

Department:

INTERCOLLEGIATE ATHLETICS

Job Location:

Seattle Campus

Posting Date:

01/24/2024

Closing Info:

Closes On 02/08/2024

Salary:

$3,557 - $4,740 per month

Other Compensation:

Union Position:

Yes

Shift:

First Shift

Benefits:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

Washington Athletics aims to inspire champions in competition and in the classroom. We exist to enrich the lives of students to positively impact our community and world for generations to come. Operating with the four core values of growth mindset, committed service, humility and grit, the Huskies choose to lead by example. All Husky Athletics staff make an IMPACT by committing to creating a purpose driven culture that impacts students and our greater community. We engage in GROWTH through dynamic conversations, embracing creativity, and recognizing that every challenge represents an opportunity to learn. We are a COMMUNITY who strive to create experiences for our stakeholders every single day. At our core is the belief that INCLUSION means creating spaces and places that reflect equity, advocacy and belonging for all.

With over 650 student-athletes participating in UW's 22 sports programs, the department of Intercollegiate Athletics is committed to providing student-athletes with the ability to compete for national and conference championships while working toward a degree from one of the world's leading public research universities.

For more detailed information, please visit our Washington Athletics Candidate Dashboard.

POSITION PURPOSE

Washington Athletics aims to inspire champions in competition and in the classroom. We exist to enrich the lives of students to positively impact our community and world for generations to come. Operating with the four core values of growth mindset, committed service, humility and grit, the Huskies choose to lead by example. All Husky Athletics staff make an IMPACT by committing to creating a purpose driven culture that impacts students and our greater community. We engage in GROWTH through dynamic conversations, embracing creativity, and recognizing that every challenge represents an opportunity to learn. We are a COMMUNITY who strive to create experiences for our stakeholders every single day. At our core is the belief that INCLUSION means creating spaces and places that reflect equity, advocacy and belonging for all.

With over 650 student-athletes participating in UW's 22 sports programs, the department of Intercollegiate Athletics is committed to providing student-athletes with the ability to compete for national and conference championships while working toward a degree from one of the world's leading public research universities.

This position will report to the Senior Associate Athletic Director for Human Resources.

DUTIES AND RESPONSIBILITIES

Manage workflow and provide executive secretarial support for Senior Associate Athletic Directors and act as the first line of service for all reporting departments. Exercise independent judgment in scheduling appointments, speaking engagements, seminars, committees and other internal or external meetings. This includes meetings with Executive and Senior Staff members, University staff, NCAA and Conference staff, coaches, student-athletes, parents, donors, etc. (15%)

Draft communications to fans, donors, faculty, and community members. Review and proofread documents for completeness, accuracy, and compliance with University, Conference, and NCAA rules. Prepare reports, presentations, and charts requested by Senior Associate Athletic Directors, other senior staff, Faculty Athletic Representative, Conference, and others. Handle highly confidential materials and sensitive matters that require a high degree of discretion and independent decision-making. Arrange travel and accommodations; complete and submit travel reconciliation documentation. Make purchases as needed, to support the Senior Associate Athletic Directors and the administration of their assigned sports and/or units. Work closely with the Directors of Operations for each sport the Senior Associate Athletic Directors oversee to schedule meetings with coaches, prepare for special events, and coordinate overall scheduling. (15%)

Answer phone, take messages, and provide effective communication support, including the timely dissemination of messages and issues that require urgent attention. Greet visitors and guests to the Athletic Department. Provide support with wayfinding to Athletic Village spaces. Coordinate parking for department guests and maintain inventory of parking permits. Facilitate pick-up and/or drop off of business materials such as event credentials, parking permits, etc.

Develop and maintain interdepartmental package distribution operation. Sort and distribute US mail, campus mail, and interdepartmental mail. Prepare all outgoing overnight packages and arrange for courier services. Receive deliveries and maintain lobby displays. Maintain departmental directories and mail distribution contact lists. (15%)

Responsible for the physical appearance and organization of the Graves Building reception area, including the Directors’ Conference Room and Showroom meeting spaces. Request and organize information from a variety of campus and department sources; schedule all conference room activities. Restock reception area refreshments for department guests. (10%)

Analyze equipment and supply purchases. Manage ongoing inventory of office supplies. Complete supply orders with applicable vendors. Arrange for shredding of department documents and materials on a scheduled basis and per University of Washington records retention policy. Develop budget estimates for equipment and supplies, as needed. (10%)

Manage charitable donation program for the Athletic Department. Receive and fulfill requests, answer questions, and maintain records. (10%)

Other administrative duties as assigned. (10%)

Compliance with the rules and regulations of the University, the NCAA, the Conference, the State of Washington and any other governing body is of paramount importance to the University. The overall responsibility of this position is for the successful operation of the program in full compliance with all such rules and regulations.

MINIMUM REQUIREMENTS

Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience.

ADDITIONAL REQUIREMENTS

Experience and proficiency with use of MS Office products. Experience in Division I collegiate athletics and with NCAA rules. Highly professional and comfortable around donors, senior administrators, coaches, and other staff. Strong attention to detail and ability to take initiative in special projects and daily tasks.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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