Administrative Assistant Athletics

Athletics Office Administrative Support

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.