Administrative Assistant, Athletics

Job Description Summary

The Administrative Assistant provides direct administrative support to the Athletics Director and assists with the general coordination of day-to-day office operations including customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks. This position may supervise the work of others.

$37,454.00 Annual

• Greets visitors, answers phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed.
• Assists in the resolution of student, employee and/or other issues based on pre-determined college policies or department practices.
• Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials; maintains accurate databases and records.
• Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, contracts, hospitality, staffing, and facility arrangements.
• Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate.
• Manages payroll functions including the submission and audit of timesheet entries for staff, faculty, and student employees.
• Performs basic, routine bookkeeping functions relative to program/department budget including tracking purchases and expenditures and may assist in the budget development process.
• Facilitates, monitors, and/or oversees department purchasing, inventory and requisitioning of supplies and equipment.
• Prepares special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
• May assist in the development or upkeep of the department webpage including social media and web presence.
• May supervise and oversee the activities of student employees.
• Provides service to the college through participation in events, committees, and other college activities.
• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
• Strictly honors the privacy, security, and confidentiality of records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
• Provides service excellence through courteous, informed, accessible, and professional engagement.
• Performs other duties as assigned.

• Required: An associate degree with two (2) years of experience or a combination of completed education and/or experience equal to four (4) years.
• Additional Requirements: A criminal background check will be conducted.

• Ability to work successfully in a multi-cultural environment.
• Adaptability to Change - able to be flexible and supportive, able to positively and proactively assimilate change in a rapid growth environment.
• Communication - able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
• Critical Thinking & Judgement - able to make well‑reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
• Customer Service - ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.
• Ethics - able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job‑related actions.
• Organization & Time Management - able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.
• Problem Solving - proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.
• Team Orientation & Interpersonal - highly motivated team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
• Relationship Management - able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
• Results Orientation - proven ability to set and exceed established targets.
• Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
• Detail Oriented - proven accuracy and attention to detail.
• Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

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