Administrative Support IV - AVP Athletics

Position Announcement

Utah Valley University is seeking an Administrative Assistant of Athletics to provide high-level administrative support to the athletics department. This role involves executing advanced and confidential tasks, including drafting both routine and complex correspondence, gathering and verifying critical information, and ensuring compliance with relevant policies and procedures. The Administrative Assistant will coordinate services to meet departmental needs, ensuring smooth operations and effective communication. This position offers the opportunity to contribute to the success of the athletics department by providing reliable and comprehensive administrative assistance.

Summary of Responsibilities

Position Announcement

Utah Valley University is seeking an Administrative Assistant of Athletics to provide high-level administrative support to the athletics department. This role involves executing advanced and confidential tasks, including drafting both routine and complex correspondence, gathering and verifying critical information, and ensuring compliance with relevant policies and procedures. The Administrative Assistant will coordinate services to meet departmental needs, ensuring smooth operations and effective communication. This position offers the opportunity to contribute to the success of the athletics department by providing reliable and comprehensive administrative assistance.

Summary of Responsibilities

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• Provide comprehensive administrative support to the Director and Associate Director of Athletics. Including but not limited to office management, scheduling and coordination, communication, documentation, data management, financial tasks, human resources support, creating digital presentations and customer service.
• Create job postings for the Athletics Department. Coordinate the hiring process, including scheduling interviews and communicating with candidates. Assist with onboarding new hires and ensuring compliance with university policies.
• Manage contractual service payments and ensure timely and accurate processing of payments. Ensure all payments are processed in accordance with university policies and procedures.
• Coordinate preparation of contest agreements through AdobeSign. Ensure all contractual obligations are met. Maintain a database of all game contracts.
• Oversee the distribution, monitoring and verification of departmental assets including computers and key assignments to ensure secure access and maintain accurate records.
• Lead the planning and organizing of departmental events as needed. Ensure all events run smoothly and address any issues that arise.
• Respond to and manage requests from coaches and staff. Ensure timely and accurate completion of requests. Answer and direct incoming calls and inquiries.

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a bachelor's degree and one year of experience related to the summary of duties; or an associate's degree and three years of experience related to the summary of duties; or any combination of education and/or experience totaling five years.

Knowledge / Skills / Abilities

Knowledge

• Office Administration: Understanding of office management procedures and systems.
• Corporate Policies: Familiarity with company policies, procedures, and organizational structure.
• Communication: Knowledge of effective communication practices, both written and verbal.
• Project Management: Basic understanding of project management principles and tools. Skills
• Technology: Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and AI systems. Ability to learn new technologies quickly.
• Organizational Skills: Ability to manage multiple tasks, prioritize, and meet deadlines.
• Communication Skills: Excellent written and verbal communication skills for drafting correspondence, reports, and presentations.
• Interpersonal Skills: Strong ability to interact professionally with executives, partners, and staff.
• Problem-Solving Skills: Ability to anticipate needs, identify issues, and develop effective solutions.
• Attention to Detail: High level of accuracy and attention to detail in all tasks.
• Time Management: Efficiently managing one’s own time and the time of others. Abilities
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
• Adaptability: Flexibility to adapt to changing priorities and work environments.
• Initiative: Proactive approach to tasks and the ability to work independently.
• Multitasking: Capability to handle multiple responsibilities simultaneously.
• Decision-Making: Ability to make informed decisions quickly and effectively.
• Customer Service Orientation: Strong focus on providing excellent service to internal and external stakeholders.

EEO Statement:

UVU employment decisions are made on the basis of an applicant’s qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.