Director of Administration & Assistant to VP of Athletics

Position Title:     Director of Administration & Assistant to Vice President of Intercollegiate Athletics

Department:       Intercollegiate Athletics

Reports to:          Vice President for Intercollegiate Athletics

Appointment:     Full-time; 40 hours per week (12-month position)

Position Title:     Director of Administration & Assistant to Vice President of Intercollegiate Athletics

Department:       Intercollegiate Athletics

Reports to:          Vice President for Intercollegiate Athletics

Appointment:     Full-time; 40 hours per week (12-month position)

Status:                 Exempt

Purpose of Position: The Director of Administration & Assistant to Vice President of Intercollegiate Athletics provides direct support to the Vice President for Intercollegiate Athletics, assists in Braves Scholarship Society stewardship, and coordinates several administrative functions in the athletics department.  This position requires organization, attention to detail, the ability to handle multiple projects at one time, and strong verbal and written communication skills. It is imperative that this position plays a vital role in promoting the image of Bradley Athletics both internally and externally.

Responsibilities:

• Stewardship and Donor Relations
  1. Responsible for various communications with Braves Scholarship Society (BSS) supporters ($15,000 +)
  2. Gameday responsibilities in the BSS Room at home men’s basketball games
  3. Coordination of lodging and logistics for BSS supporters during Arch Madness, the Missouri Valley Conference Women’s Basketball Tournament, and other postseason events (if applicable)
• Scheduling
  1. Maintain accurate daily calendar including internal and external appointments, meetings, and events
  2. Act as liaison between senior staff members, employees, coaches, and general public  
  3. Provide coordination for professional and staff searches, including job postings, announcements, affirmative action letters, and action correspondence.
  4. Arrange travel and coordinate itineraries for both the VP for Intercollegiate Athletics and potential athletics department personnel
  5. Coordinate lodging for men’s basketball staff/players, department administrators, band, cheer, and dance during Arch Madness, the Missouri Valley Conference Women’s Basketball Tournament, and other postseason events (if applicable)
• General Responsibilities/Duties
  1. Communicate effectively the policies and procedures under which Bradley University Athletics must operate.
  2. Process sensitive and confidential information, including but not limited to: employee contracts, student-athlete medical records, social security numbers, etc. 
  3. Maintain accurate log of job postings, candidate resumes, and EEOC requirements
  4. Prepare multi-sport game contracts, game guarantee documents, and game official’s compensation as necessary.
  5. Process monthly Visa statements, recruiting, and travel summaries for approval and payment.
  6. Facilitate payment to vendors, i.e. review bills and statements, and assign appropriate account to be charged, submit for approval.
  7. Independently resolve problems, answer questions, and return calls to faculty, staff, student-athletes, and general public within and external to the department. Ensure request(s) for action and/or information are responded to appropriately and in a timely manner. 
  8. Maintain accurate vacation accrual ledgers for the department
  9. Prepare cash advance requests and reconcile same
  10. Review and approve invoices as appropriate designated by Senior Associate Athletics Director for Financial Affairs. 
  11. Serve as a back-up for various duties in the absence of Associate Athletics Director (i.e. processing of requisitions, invoices, cash advances).
  12. Function as primary contact for donation requests once approved by the Compliance Office and process such requests       
  13. Assist department staff as needed i.e. how/where to obtain supplies, where things are located on campus, use of copy machine, computer/printer software questions, and other general information. 
  14. Maintain staff address directory
  15. Contact service representatives regarding equipment failure (copy machine, phones, etc.) and submit internal work orders as necessary. 

Qualifications include three to five years’ experience as an administrative assistant, preferably at the executive level, and knowledge of standard business principles. A bachelor’s degree is desirable, but not required. Preference will be given to candidates with experience in higher education, athletics, and/or performing executive level support duties. The successful candidate will be detailed oriented with strong analytical skills, possess a positive customer service attitude with respect and sensitivity for cultural differences, excellent interpersonal and communication skills, ability to meet multiple deadlines without direct supervision, and the ability to work in sensitive areas with confidential information. A high level of proficiency with computer applications and general office software is necessary. Salary is commensurate with experience. 

Employment with Bradley University is contingent upon the satisfactory completion of a criminal background check. Must possess and maintain a valid driver’s license. 

Qualified candidates should submit a cover letter, resume and complete contact information for a minimum of three professional references with telephone numbers. Please submit all materials at the time of initial application.

Review of applications will begin immediately and continue until the position is filled. Employment with Bradley University is contingent upon successful completion of a criminal background check. VISA sponsorship is not available for this position.

Bradley University is a top-ranked, private university in Peoria, Illinois, offering nearly 6,000 undergraduate and graduate students opportunities, choices, and resources to build their futures. Innovation, action, and collaboration drive Bradley students to generate ideas and create solutions that remake the world around them. Our comprehensive array of undergraduate and graduate academic programs includes business, communications, education, engineering, fine arts, health sciences, liberal arts and sciences, and technology.

Bradley University offers a competitive benefits package including health, dental, vision, life and disability coverages, FSA, HSA, and retirement plan options. Bradley also offers significant higher education cost savings for employees and dependents through the Tuition Remission program.

Bradley University is an Affirmative Action/Equal Opportunity Employer. The administration, faculty and staff are committed to attracting qualified candidates from underrepresented groups.