Administrative Assistant Athletics

Provide administrative support for the Athletic Director, Assistant Athletic Director, coaches, athletic staff, and other college personnel. Serve as a primary point of contact for the Athletics Office, assist with student-athlete records and eligibility processes, support athletic scheduling and communication, record minutes for coaches' meetings and other meetings as needed, and handle confidential administrative matters with professionalism and discretion.

Constant - 67-100%

* Serve as receptionist and information desk for the Athletics Office; greet visitors, answer questions, and direct students, staff, parents, officials, and community members appropriately.

* Answer incoming calls and respond to routine inquiries for the Athletics Office.

* Prepare correspondence, letters, memos, reports, rosters, schedules, and other materials as requested.

* Handle confidential administrative matters related to student-athletes, personnel, schedules, and departmental operations.

* Plan, schedule, and coordinate appointments and meetings for the Athletic Director, Assistant Athletic Director, coaches, and athletic staff.

* Maintain regular communication with coaches and athletic staff regarding office procedures, deadlines, meetings, and required documentation.

Frequent - 34-66%

* Assist with compiling, tracking, and maintaining materials related to student-athlete eligibility.

* Assist with preparation and coordination of athletics meetings, including agendas, materials, minutes, and follow-up communication.

* Maintain athletics correspondence, records, forms, files, and other departmental materials.

* Inform the Athletic Director of relevant activities, deadlines, concerns, and events across campus.

* Assist the Athletic Director and Assistant Athletic Director with facility scheduling and calendar coordination.

* Assist with team travel documentation, expense reporting, purchase requests, and related administrative processes.

* Verify time sheets and assist with payroll-related documentation as assigned.

* Respond to routine correspondence and assist with special projects and other related work.

Occasional - 10-33%

* Compile coaches' schedules at the beginning of fall and spring semesters and post or distribute as directed.

* Verify figures on travel reimbursements and related athletic expense documentation.

* Assist with scholarship award documentation for non-NJCAA sports, as assigned.

* Assist with reports required by the department, college, state, federal, or athletic governing bodies.

* Update email lists and contact information for athletic staff, coaches, and related groups.

* Order office supplies and assist with maintaining inventory for the Athletics Office.

* Assist with special events, athletic department meetings, trainings, and campus activities.

* Other duties as assigned.

* High school diploma or equivalent required;
Associate's degree in Business, Office Administration, Sports Management, Education, or related field preferred.

* Minimum of one (1) year of administrative support experience required; experience in higher education, athletics, student services, or a related environment preferred.

* Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive student, personnel, and departmental information.

* Strong organizational skills with the ability to manage multiple projects, deadlines, and competing priorities.

* Excellent verbal and written communication skills.

* Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.

* Ability to learn and utilize college software systems, athletic management platforms, and eligibility tracking systems.

* Ability to work independently while maintaining effective working relationships with coaches, student-athletes, faculty, staff, and community members.

* Strong customer service skills and a professional, positive demeanor.

* Ability to accurately prepare reports, maintain records, and complete detailed administrative tasks.

* Must be reliable, self-motivated, and capable of adapting to changing priorities in a fast-paced environment.