Administrative Assistant

Position Title:

Administrative Assistant

Department:

Athletics

Position Title:

Administrative Assistant

Department:

Athletics

Reports To:

Athletic Director

FLSA:

Non-Exempt

This position promotes and supports the learning experience of Marian University students by providing administrative assistance and performing a variety of clerical duties for the Director of Athletics and the Athletic Department.

ESSENTIAL FUNCTIONS:

1. Schedule transportation for traveling teams in the department and housing travel lists for teams as they travel.
2. Responsible for standard office procedures including scheduling Athletic Director’s appointments, processing mail, answering telephones, maintaining Athletic Department files, and ordering office supplies.
3. Serves as main contact for the department from outside entities.
4. Screens purchase orders and financial documents to ensure quality/validity before the signature of the Athletic Director.
5. Coordinates paying game officials with the Business Office.
6. Prepares documentation and pays departmental invoices and bills in coordination with the Business Office.
7. Prepare and accounts for cash boxes for concessions and admissions for home athletic events and maintains documentation regarding revenues secured at the events. Reports said documentation to the Business Office.
8. Assists in coordinating Athletic Department fundraisers (golf outing/various other sales).
9. Takes notes at departmental meetings and reports integral information to the department regularly at those meetings.
10. Convert financial and compliance documents to electronic form and forward to the appropriate entities for signature.
11. Serves as main administrator of departmental credit card statements and ensures proper documentation and allocation of funds according to university and departmental policy.
12. Assists new employees with departmental onboarding.
13. Assists Athletic Director in checkout procedures for employees leaving the university.
14. Communicates necessary work orders to the maintenance department as needed.
15. Maintain trophy case and student-athlete recognition space.
16. Maintains a positive work environment by cooperating in a professional manner with the Marian community.

OTHER RESPONSIBILITIES:

1. Performs other work related duties as assigned.

EDUCATION, EXPERIENCE, and SKILLS REQUIRED:

1. Associates Degree; three years of office experience. A combination of education and experience may be considered.
2. Knowledge of modern office practice and procedure and office equipment and machines.
3. Computer literate and skilled in Microsoft Office.
4. May require the ability to type.
5. Ability to perform shorthand or speedwriting, and transcribe what has been recorded.
6. Strong communication and interpersonal skills.
7. Strong organizational skills.
8. Ethical comportment and high regard for confidentiality.
9. Willingly support the Mission and Core Values of Marian University.

To apply, please submit a cover letter, resume, and name, address and telephone number of three references to muapplicants@marianuniversity.edu. Please use ‘Athletics Administrative Assistant’ in the subject line of the email.

Applications received by June 19, 2024, will receive full consideration. Review of applications will continue, thereafter, until the position is filled.

EOE/Minorities/Females/Vet/Disabled

Transforming lives through academic excellence, innovation and leadership. Marian University is a community committed to learning, dedicated to service and social justice, and joined together by spiritual traditions.

Any offer of employment will be contingent upon the receipt of criminal background and reference check information; and the determination that the candidate remains eligible and suitable for employment.