Administrative Specialist for Athletics

EXPIRED

SUMMARY OF RESPONSIBILITIES

The Administrative Specialist is responsible for providing routine administrative support work to the Athletic Department at the direction of the Director of Athletics and Associate Director of Athletics. Work involves providing administrative support including disseminating information, assisting with maintaining filing systems, preparing and editing reports and documents, maintaining academic eligibility, liaison with budget and business offices and welcoming guest in athletics.

ESSENTIAL FUNCTIONS

• Demonstrate a high degree of availability and accessibility to students during posted University hours.
• Maintain high level of confidentiality regarding student, departmental, divisional, and University information and activities when appropriate.
  Assist in the planning and development of departmental guidelines to support organizational management.
• Participate in all leadership training opportunities for Athletics.
• Support or coordinate other university division programming or event requirements as assigned.
• Attend events and provide onsite support of university programs facilitated by Athletics as assigned by the Director/Associate Director of Athletics
• Report maintenance and custodial concerns regarding the Athletic offices and facilities electronically in a timely manner.
• Develop and maintain positive and productive working relationships with other University Departments.
• Serve as a means for students to learn about campus and community resources.
• Assist in the development and implementation of the mission, goals, principles, strategic direction, and evaluation of Student Services.
• Assist in the development and maintenance of the Athletics Department Handbook and the Student-Athlete manual

SUMMARY OF RESPONSIBILITIES

The Administrative Specialist is responsible for providing routine administrative support work to the Athletic Department at the direction of the Director of Athletics and Associate Director of Athletics. Work involves providing administrative support including disseminating information, assisting with maintaining filing systems, preparing and editing reports and documents, maintaining academic eligibility, liaison with budget and business offices and welcoming guest in athletics.

ESSENTIAL FUNCTIONS

• Demonstrate a high degree of availability and accessibility to students during posted University hours.
• Maintain high level of confidentiality regarding student, departmental, divisional, and University information and activities when appropriate.
  Assist in the planning and development of departmental guidelines to support organizational management.
• Participate in all leadership training opportunities for Athletics.
• Support or coordinate other university division programming or event requirements as assigned.
• Attend events and provide onsite support of university programs facilitated by Athletics as assigned by the Director/Associate Director of Athletics
• Report maintenance and custodial concerns regarding the Athletic offices and facilities electronically in a timely manner.
• Develop and maintain positive and productive working relationships with other University Departments.
• Serve as a means for students to learn about campus and community resources.
• Assist in the development and implementation of the mission, goals, principles, strategic direction, and evaluation of Student Services.
• Assist in the development and maintenance of the Athletics Department Handbook and the Student-Athlete manual

OTHER FUNCTIONS

• Maintain sports and facility schedules.
• Meet and greet visitors to the office, receive and route calls, take messages as necessary.
• Perform word processing, data entry, filing, and general clerical duties.
• Set up database tables and spreadsheets using Microsoft Office programs.
• Assist in maintaining and updating Jenzabar modules relating to Student Services.
• Process athletics purchases, expenses reports, check requests, amazon account, and other budget related activities.
• Supervise, train, set schedules, and verify timecards for work study students.
• Keep up with all maintenance for office equipment.
• Order and maintain supplies for Athletics.
• Other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• 2 years clerical experience.
• Accuracy and attention to detail.
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to use sound judgment, maturity and responsibility when dealing with a variety of people in a public relations capacity and sensitivity to student needs.
• Exceptional organizational skills.
• Ability to communicate effectively, both orally and in writing.
• Knowledge and proficiency in the use of general office equipment and software, including word processing, spreadsheets, and access.
• Must have excellent problem-solving skills.
• Understanding of issues of diversity; demonstrated leadership and effectiveness in promoting respect and appreciation for diversity among students and staff.
• Ability to work occasional nights and weekends.

ADDITIONAL QUALIFICATIONS – (Ex. Prior experience working in a professional office (i.e., law firm, accounting firm, or private, nonprofit, higher ed experience, etc.)

• Bachelor’s degree and/or some college or equivalent experience.
• Knowledge of student and/or human development strongly desired.
• Experience working with Jenzabar software.
• Experience in developing and implementing staff supervision.

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