Administrative Assistant for Athletics

EXPIRED

Position Summary

Anticipated Hiring Hourly Range: $22.00-25.50

The Administrative Assistant for the Athletics Director is a highly organized, proactive, and detail-oriented individual who provides essential support to the Athletic Department. This role is integral to the effective functioning of the department and involves a wide range of administrative, clerical, and project-based tasks. The Administrative Assistant anticipates needs and coordinates matters related to the smooth operation of the Athletic Department. This position works closely with the Athletics Director with minimal daily supervision, offering key administrative assistance and support for project management within the department.

Essential Functions

Position Summary

Anticipated Hiring Hourly Range: $22.00-25.50

The Administrative Assistant for the Athletics Director is a highly organized, proactive, and detail-oriented individual who provides essential support to the Athletic Department. This role is integral to the effective functioning of the department and involves a wide range of administrative, clerical, and project-based tasks. The Administrative Assistant anticipates needs and coordinates matters related to the smooth operation of the Athletic Department. This position works closely with the Athletics Director with minimal daily supervision, offering key administrative assistance and support for project management within the department.

Essential Functions

Culture:

• Be in agreement with the university's Confession of Faith, found here, have a personal commitment to Jesus Christ as Savior and Lord, be active in the life of the church, and live a life consistent with a commitment to the Lordship of Christ.
• Embrace the mission, vision, and values of Fresno Pacific University.
• Be Christ-centered in all areas while working with staff, faculty, students, and or any person or organization in the course of representing the University.
• All FPU employees are called to exercise the gifts and calling of God through their daily life and role here at FPU. As ministers to students and other employees in daily life, FPU employees seek to embody the ideals laid out in the FPU Idea.
• A steadfast commitment to the "The Fresno Pacific University Idea" and agreement to support its ideals and practices while employed by the University.

Duties:

• Provide administrative and clerical support to the Athletic Director and the Athletic Administration.
• Manage and organize the Director of Athletics’ schedule, including appointments, meetings, and travel arrangements.
• Support logistical coordination for department projects, including scheduling appointments and meetings, reserving rooms, and resolving scheduling conflicts.
• Arrange and prepare for meetings, distribute necessary meeting materials, maintain minutes of meetings for the Director of Athletics and keep track of action items.
• Handle correspondence, including emails, phone calls, and mail, ensuring timely and accurate responses.
• Coordinate and create correspondence, draft letters and communications for a broad range of audiences and assist with follow-up communications for the Director of Athletics.
• Create and maintain systems and routines for the effective running of the department including coordination of file sharing, file naming conventions, and necessary communication to the department.
• Maintain and update records, files, and databases related to the Athletic Program.
• Assist in coordinating and organizing athletic events, meetings, and functions.
• Prepare reports, presentations, and other documents as needed.
• Liaise with students, faculty, staff, and external stakeholders to facilitate communication and support for the Athletic Program.
• Complete tasks timely with work that is comprehensive, complete, and accurate.
• Communicates clearly, listens attentively, and seeks to understand others.
• Collaborates productively with colleagues of varying skillset.
• Other job duties as assigned.

Qualifications

Preferred Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Proven experience in an administrative or clerical role, preferably in an academic or athletic setting.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team in a dynamic, fast-paced environment.
• A positive attitude, with a focus on student success and departmental efficiency.
• High level of discretion and confidentiality in handling sensitive information.

Environmental Conditions:

• Indoors in a normal office environment with little exposure to excessive noise, dust, fumes, vibrations, and temperature changes at least eighty percent (80%) of the time.
• Frequent computer use at a workstation, up to eight hours per day.
• Frequently work at a fast pace with unscheduled interruptions.
• Drive personal or University vehicles to appointments.
• Public contact position requiring professional apparel, personal hygiene, and grooming.

Physical Demands:

• This position typically functions indoors in an office environment with light to moderate noise associated with business office equipment. The position may involve travel for meetings and events.
• While performing the duties of this job, the employee is regularly required to: remain in a stationary position 80 % of the time, be able to move about inside the office to access file cabinets/office machinery etc., operate a computer and keyboard and other office productivity machinery such as calculators/copy machines/printers. The employee is occasionally required to position self to reach items on the floor and in high cabinetry.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds. Employee must be able to communicate with others to exchange information including both over the telephone and in-person communication with callers and community members and be able to read a computer screen and paper documents.
• Reasonable accommodations for those with disabilities will be provided in accordance with law.

University Information

Reserving its rights as a religious institution, Fresno Pacific University is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, age or disability, or other classes protected by applicable law. Committed to excellence and actively supportive of cultural diversity, FPU invites individuals who contribute to such diversity to apply. If you need assistance or an accommodation due to a disability, you should contact FPU’s Human Resources Department at hr@fresno.edu. As a religious institution, the University will administer the equal opportunity employment policy consistent with the Fresno Pacific University statement of faith, the FPU Idea and the University’s governance by the Pacific District Conference of Mennonite Brethren Churches.

*This information, including salary, is accurate as of June 11, 2024.