Administrative Assistant for Athletics - Plymouth

Job Details

Description

As part of a diverse community of faculty and staff representing many faith systems and worldviews, Marian University-Plymouth is seeking qualified applicants for a full-time Athletics Administrative Assistant who will promote our Catholic Franciscan mission and identity by providing comprehensive administrative and operational support to the athletic director and the athletics department.  This position will maintain accurate records and carry out processes to improve department workflows.

Essential Duties and Responsibilities:

• Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
• Prepare business documentation such as purchase orders, vendor contracts, reimbursements, and invoices (20%). 
• Update recruiting data, including LOI information, scholarship tracking, and NSO registration (10%).
• Collaborate with other departments when athletic department information is requested (20%). 
• Assist coaches with budget management, recruiting visits, and scheduling logistics (10%).
• Monitor and update department calendars, student-athlete attendance, and enrollment status (10%).
• Serve as key point of contact for all athletics administrative needs (10%). 
• Help connect students with needs to appropriate campus resources (5%).
• Promote department morale and student-athlete retention through proactive engagement and positive interaction (10%).

Job Details

Description

As part of a diverse community of faculty and staff representing many faith systems and worldviews, Marian University-Plymouth is seeking qualified applicants for a full-time Athletics Administrative Assistant who will promote our Catholic Franciscan mission and identity by providing comprehensive administrative and operational support to the athletic director and the athletics department.  This position will maintain accurate records and carry out processes to improve department workflows.

Essential Duties and Responsibilities:

• Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
• Prepare business documentation such as purchase orders, vendor contracts, reimbursements, and invoices (20%). 
• Update recruiting data, including LOI information, scholarship tracking, and NSO registration (10%).
• Collaborate with other departments when athletic department information is requested (20%). 
• Assist coaches with budget management, recruiting visits, and scheduling logistics (10%).
• Monitor and update department calendars, student-athlete attendance, and enrollment status (10%).
• Serve as key point of contact for all athletics administrative needs (10%). 
• Help connect students with needs to appropriate campus resources (5%).
• Promote department morale and student-athlete retention through proactive engagement and positive interaction (10%).
• Support communication efforts for athletic schedule updates/reminders (5%).

University Expectations:

• Knowledge of and commitment to the mission of Marian University
• Adheres to Marian University’s policies and procedures.
• Exercises independent judgment in maintaining constituent records, applying data standards, identifying data quality issues, prioritizing assigned operational work, and recommending process improvements. Determines appropriate methods for maintaining data integrity while collaborating with Advancement Operations leadership on complex or policy-related decisions.
• Shows courtesy and respect in interactions with fellow employees, students subordinates, and supervisors
• Excellent communication and interpersonal skills. 
• Demonstrated ability to be self-motivated, and able to work independently with colleagues throughout the university and in the community.
• Works collaboratively with colleagues across Institutional Advancement to support operational processes, provide technical expertise, and promote consistent data management practices.

 Required Qualifications:

• Bachelor's degree in sport management, business administration, higher education, or related field.
• 1-3 years of athletic administrative experience, enrollment services, or related role.
• Ability to manage confidential information with discretion.
• Strong analytical, organizational, and problem-solving skills.
• High attention to detail and commitment to data accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, specifically Excel and Word.
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Ability to work collaboratively across multiple functional areas.

Preferred Qualifications:

• Experience in higher education or nonprofit organizations.
• Experience working in collegiate athletics environment, or related environment.
• Background in data reporting or administrative systems in higher education.
• Understanding of student-athlete development and academic support structures.

Essential Functions:
Work hours necessary to perform job requirements satisfactorily on a regular basis.  Manage absence from work in responsible manner to ensure service to clients, work teams, and coworkers.  Comply with Marian University policies and practices and seeking clarification of them when necessary.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use their hands to handle or feel objects, equipment, or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with their hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Limitations and Disclaimer:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and States Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.

Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.

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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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