Administrative Assistant-Wrestling and Men & Women's Track & Field/Cross Country

Job Description

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Req Id:  41647

Job Title:  Administrative Assistant-Wrestling and Men & Women's Track & Field/Cross Country

City:  West Lafayette

Job Description: 

Job Summary

Provide administrative support for Track & Field/Cross Country, and Wrestling teams staff consisting of two Head Coaches, seven assistant coaches, 1 Operations Associate (track), and 2 meet coordinator(track) and fulfill operations duties for Wrestling. Serve as first point of contact for the Men's & Women’s Track & Field Sprints, Throws, Jumps, and Distance sports teams, as well as Wrestling.  Provide support as needed for recruitment, team & staff travel, schedule meetings, schedule prospective student athletes academic discipline visits. Attend weekly organizational meeting with both coaching ‎staffs.  Serve as program monitor when staff is out of the office, managing incoming mail, ‎messages, and visitors.

Job Description

Apply now

Req Id:  41647

Job Title:  Administrative Assistant-Wrestling and Men & Women's Track & Field/Cross Country

City:  West Lafayette

Job Description: 

Job Summary

Provide administrative support for Track & Field/Cross Country, and Wrestling teams staff consisting of two Head Coaches, seven assistant coaches, 1 Operations Associate (track), and 2 meet coordinator(track) and fulfill operations duties for Wrestling. Serve as first point of contact for the Men's & Women’s Track & Field Sprints, Throws, Jumps, and Distance sports teams, as well as Wrestling.  Provide support as needed for recruitment, team & staff travel, schedule meetings, schedule prospective student athletes academic discipline visits. Attend weekly organizational meeting with both coaching ‎staffs.  Serve as program monitor when staff is out of the office, managing incoming mail, ‎messages, and visitors.

This position is part-time, 0.75 FTE.

What You'll Be Doing:

TRACK & FIELD/CROSS COUNTRY:

• Administrative/Operational:  Provide administrative support to Head Coach and his staff of 5 Assistant Coaches, in addition to assisting their Operations Associate as needed and the 2 meet coordinators. Serve as first point of contact greeting athletes, alumni, prospective athletes and their families, and departmental guest. Function as program monitor when staff is out of the office. Manage incoming mail, redirect telephone inquiries, manage office functions, messages, and attend weekly staff meeting. Assist in keeping the staff organized and abreast of Purdue Intercollegiate Athletics departmental changes. Compose visiting team contracts, holiday workout routines, and presentations for Head Coach speaking engagements. Serve as departmental Ariba super user responsible for all ordering of office supplies, printing projects thru Xerox, and schedule repairs. Reserve university vehicles and venues for meetings/events; perform office errands on and off campus. Work closely with compliance office(s) to assure T&F/CC complies with University and NCAA rules. Assist Track & Field and Cross Country Meet Directors pre, post, and throughout meets with clerical and physical support. Assist with camp as requested, mainly clerical support.  Monitor timecards of student athletes. Post team travel itineraries to the Intranet site. Office Appearance- handles office décor to make it more appealing to recruits and visitors. Meet with graphic designers and obtain facility administration approval for new graphics.
• Special Events: Work events as requested such as meets, BIG 10 championships, and team functions. Act as a liaison within the athletics department for media, boosters, and public.  Event Planning - Track & Field/Cross Country & Wrestling: Awards Banquets, reserve venue, plan the meal, send invites, connect with equipment room for school sponsored awards, gather sizes (rings & jackets), order special awards from outside entity, prepare award ceremony program/agenda, contact Communications for high-light video, team outings, occasional meals, team building events. Coordinate and execute all aspects of Wrestling “Meet & Greet Tailgating” event.
• Financial: Liaison with Business Office for expense reports, advances, reimbursements, vehicle reservation approvals, meal approvals, student athlete Per Diem. Assist with budget preparation, monitor expenses, including acquiring year to date expenses at coach's requests, and monitoring Purdue Research Foundation funds. 
• Concur: department delegate on all pre and post travel transactions.
• Teamworks software: Prepare roster updates, prepare team change of status forms and communicate with Compliance on deletions, add athletes and keep their information up to date. Function as Teamwork’s site database expert.

WRESTLING:

• Administrative/Operational: Provide administrative support to Head Coach and his staff of 2 Assistant Coaches and an eventual volunteer coach. Serve as first point of contact greeting athletes, alumni, prospective athletes and their families, and departmental guest. Function as program monitor when staff is out of the office. Manage incoming mail, redirect telephone inquiries, manage office functions, messages, and attend weekly staff meeting. Assist in keeping the staff organized and abreast of Purdue Intercollegiate Athletics departmental events. Aide Assistant Wrestling Coaches in conducting all facets of operations including team travel, meals, per diem, and transportation scheduling. Team expense reports and reimbursements. Office liaison with departments within athletics to obtain signatures and approvals. Departmental Ariba user ordering all departmental supplies including printing via Xerox. Reserve rental vehicles and venues for meetings/events; perform office errands both on and off campus locations. Assist with budget preparation, monitor expenses, including acquiring year to date expenses at coach's requests.  Monitor and schedule Head Coaches calendar. Assist with camp and fund raiser as necessary both clerical and physical. Compose and process all Occasional Meal forms. Boilermaker Regional Training Center compliance paper trail, maintain and update attendee lists and classifications, monitor funds.
• Recruiting: Prepare pre-official visit approval paperwork for Compliance office review and acceptance. Communicate with travel and finance office on pre and post recruit travel, i.e., cash advances, recruit travel reimbursements and coaches expenses reimbursements. Insure all paperwork is NCAA compliant - high school transcript requests, test score requests, and NCAA Clearinghouse registration verification. Official Visits: Schedule meeting with academic support, preferred discipline of study recruiters, make meal reservations, and process sporting event ticket requests. Vehicle reservations for traveling coaches. Office Appearance- Wrestling: handles office décor to make it more appealing to recruits and visitors. Meet with graphic designers and obtain facility administration approval for new graphics.
• Team Travel: Schedule ground travel for wrestling team i.e. charter buses, prepare needed forms/first line of communication for Anthony Travel. Reserve vans for shorter trips or small numbered athletes.  Concur - department delegate on all travel transactions.
• Team Communications: Communicate scheduled events, changes/updates, important messages and reminders to student athletes and their parents. 
• Teamworks software: Roster updates, prepare team change of status forms and communicate with Compliance on deletions, add athletes and keep their information up to date. Function as Teamwork’s site database expert.

About Us:

Purdue Athletics is built on unrivaled pride, unlimited potential, and a sense of shared purpose that unites staff, student-athletes, and the broader community. As part of Purdue’s 150-year legacy, Athletics exemplifies a culture of collaboration, continuous growth, and excellence, where every member is encouraged to strive for success while fostering a positive and supportive environment. Joining Purdue Athletics means joining a team committed to building a better world together—where professional aspirations thrive, innovation is celebrated, and a lasting impact is made on campus and beyond. Read more: Purdue Boilermakers Athletics  

What We're Looking For:

Education and Experience:

• HS Diploma/GED
• Three (3) years of secretarial experience is necessary

Skills needed:

• Ability to adhere to, comply with, and effectively communicate University, Big Ten Conference, and NCAA policies, procedures, rules, and regulations. 
• Excellent communication (oral & written), organizational, editing, proofreading, filing, telephone etiquette, problem solving and customer service skills necessary. 
• Ability to work with minimal supervision, prioritize work to meet deadlines, and produce high quality work with attention to detail is essential. 
• Ability to influence and build work relationships among a diverse workforce at all levels is required. 
• Must be able to work effectively with others, e.g., coaches, student-athletes, administrators, etc., in a team environment. 
• Personal computer and related software skills, e.g., word processing, spreadsheets, database, data query, Internet, etc., is necessary. 
• Must possess a learning orientation to changing technology affecting athletic business processes.

Who We Are:

Purdue is a community built on collaboration, with global perspectives, Boilermaker pride and endless opportunity to live, learn and grow. Join us and contribute to our culture.

Additional Information:

• Purdue’s benefits summary https://www.purdue.edu/hr/Benefits/
• Purdue will not sponsor employment authorization for this position  
• A background check will be required for employment in this position
• This was formerly classified as an operational/technical position; an internal lateral transfer will retain same benefit standing
• FLSA: Non-Exempt (Eligible For Overtime)
• Retirement Eligibility: Non-exempt Defined Contribution Plan

EOE

Purdue University is an EO/EA University

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Posting Start Date:  4/15/26

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