Executive Assistant to Deputy and Executive Associate Athletics Directors

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Job Details

Description

Position Summary:

The Executive Assistant is a pivotal role responsible for delivering exceptional administrative support to the selected Deputy and Executive Associate Athletics Directors. This position is a crucial part in facilitating seamless operations within the athletics department, ensuring the needs of the Deputy and Executive Associate Athletic Directors, student- athletes, staff, and all campus constituents are met efficiently and effectively.

Duties and Responsibilities of all Positions at Kansas Athletics:

1. Adhere to University, Big 12 Conference, Kansas Athletics, and NCAA policies and procedures;
2. Maintain knowledge of departmental activities, sports schedules, and procedures;
3. Foster cooperative working relationships with fellow staff members within the Department;
4. Support the athletics department goals and philosophies as described by the Director of Athletics and work to achieve and uphold the department’s mission statement and core values;
5. Maintain a positive attitude toward performing job duties and in working with other staff members;
6. Exhibit professional decorum at all times while representing Kansas Athletics, including routine events and meetings that occur outside of the office and on the road.
7. Maintain the confidentiality of all information obtained while an employee of Kansas Athletics including all private, confidential, or sensitive information and ensuring compliance with FERPA, HIPAA, and other applicable regulations.

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Job Details

Description

Position Summary:

The Executive Assistant is a pivotal role responsible for delivering exceptional administrative support to the selected Deputy and Executive Associate Athletics Directors. This position is a crucial part in facilitating seamless operations within the athletics department, ensuring the needs of the Deputy and Executive Associate Athletic Directors, student- athletes, staff, and all campus constituents are met efficiently and effectively.

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Duties and Responsibilities of all Positions at Kansas Athletics:

1. Adhere to University, Big 12 Conference, Kansas Athletics, and NCAA policies and procedures;
2. Maintain knowledge of departmental activities, sports schedules, and procedures;
3. Foster cooperative working relationships with fellow staff members within the Department;
4. Support the athletics department goals and philosophies as described by the Director of Athletics and work to achieve and uphold the department’s mission statement and core values;
5. Maintain a positive attitude toward performing job duties and in working with other staff members;
6. Exhibit professional decorum at all times while representing Kansas Athletics, including routine events and meetings that occur outside of the office and on the road.
7. Maintain the confidentiality of all information obtained while an employee of Kansas Athletics including all private, confidential, or sensitive information and ensuring compliance with FERPA, HIPAA, and other applicable regulations.

Duties and Responsibilities of this Position:

1. Provides administrative support to the selected Deputy and Executive Associate Athletic Directors (Chief Financial Officer). As a front-line ambassador, creating a welcoming environment by providing excellent customer service; greeting office visitors (e.g., student-athletes, staff, campus constituents, etc.), managing telephone calls in a courteous and professional manner, assess urgency of requests and ensure that those in need are put in touch with appropriate resources in a timely manner, arrange telephone and/or video conference calls when necessary;
2. Provide clerical support including but not limited to; preparing documents (e.g., reports, correspondence, spreadsheets, etc.) according to directions and within timeline requested by administrators; preparing responses to general intra-departmental correspondence, and maintaining the administrative office filing system (e.g., add-to, organize, and update information as needed or requested);
3. Maintain Deputy and Executive Athletic Directors and athletic administration office calendars including but not limited to appointments, meetings, travel and competition dates, Kansas Athletics department functions, deadline/timeline requests, assist with coordinating meeting arrangements involving staff, coaches, student-athletes, and athletic representatives as well as the Big 12, NCAA, and others as needed;
4. Coordinate travel/hotel reservations and prepare expense reports for submission to the Business Office; as well as process orders and expense reports as needed;
5. Complete bank approvals for Executive Associate Athletic Director/CFO, as needed as a part of the department security process; Ensuring deposits and transfers of funds are accurate and administered through the Executive Associate Athletic Director/CFO;
6. Review and analyze incoming memos, e-mails, and reports; determine significance and execute distribution;
7. Prepare meeting agenda and travel itineraries; when necessary, coordinate travel arrangements with Kansas Athletics travel coordinator and/or the University Aviation Services office;
8. Assist with post-season preparations for home and away competitions. Prepare travel itineraries, rooming lists, coordinate hotel, flight and ground arrangements. Prepare and submit Big 12 and NCAA required documents. Maintain and update NCAA travel portals; Shorts Travel, Go Ground and TeamWorks;
9. Work with KU Catering Services or local restaurants for occasional events or working meals, as needed;
10. Provide backup support to the Director of Athletics as requested or other administrative support, miscellaneous projects and tasks as directed by Director of Athletics, or Executive Assistant to the Director of Athletics.

Required Qualifications:

• High School Diploma or GED equivalent;
• Minimum 3 years job-related experience in an executive level or equivalent office setting;
• Demonstrated proficiency using the Microsoft Office suite (Excel, Word, etc.);
• Proficiency in virtual meeting arrangements such as Zoom, GoToWebinar, etc.;
• Demonstrated excellent verbal and written communication skills;
• Demonstrated positive attitude, initiative, and self-motivated;
• Demonstrated exceptional organizational skills with acute attention to detail and follow through;
• Experience successfully dealing with the public;
• Ability to handle and maintain appropriate confidentiality;
• Demonstrated ability to work effectively under multiple, strict deadlines in a fast-paced office environment with the capacity to adapt quickly to major and minor changes;
• Ability and willingness to work occasional evenings, weekends, or holidays;
• Ability to remain professional during stressful or challenging situations.

Preferred Qualifications:

• Bachelor’s degree preferred;
• Experience working with an athletics’ administration;
• Professionally assertive;
• Possess a pleasant disposition, especially under pressure.

Base Annual Salary: $60,000; salaried, FLSA non-exempt

The Perks: Kansas Athletics offers relocation assistance and an excellent benefits package including: 403(b) matching program, plus voluntary retirement savings plans; health, dental, vision insurance, Section 125 flexible spending plans; paid holidays, vacation and sick leave; paid Parental leave; employer paid long-term disability, group term life and AD&D; tuition reimbursement; Adidas merchandise allotment and discounts; free weight room access; and more!

Encouraged to apply: Kansas Athletics is committed to providing an equal opportunity for all qualified individuals to be considered for staff positions regardless of race, religion, color, sex, disability, national origin, ancestry, sexual orientation, marital or parental status, age, or status as a veteran. As a reflection of this commitment, Kansas Athletics strives to recruit and employ the most qualified applicants available, consistent with the requirements of the position and the long-range objectives of Kansas Athletics.

Work Environment

This job operates in a professional office. This role routinely uses standard office equipment such as laptop computers and various digital devices, including, but not limited to: cell phone, printer, copy machine, and other related devices. This job requires flexibility and adaptability in schedule and the ability to perform job related duties on short notice.

Physical Demands

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. While performing the duties of this job, the employee is regularly required to speak and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This position may require frequent bending, moving, lifting, and carrying material weighing up to 25 pounds; standing up to eight hours each day; and working in all weather conditions.

Travel

Travel is not expected for this position.

Hours of Work

This is a full-time position. Days and hours of work will vary based on the needs of the position. Early morning, evening and weekend work maybe required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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