Executive Coordinator

EXPIRED

Benefits : All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

Unit:  Athletics MBU

Department: Athletics Office

Duties & Responsibilities:

Executive Administrative Support to the VP & Director of Athletics

• Maintains and coordinates the scheduling of the VP & Director of Athletics calendar.
• Arranges travel by preparing and processing travel authorizations, reimbursements, and direct payments for the VP & Director of Athletics and the administrative staff.
• Ensures the confidentiality of all information in the office.
• Serves as liaison, via written and verbal communication, between the VP & Director of Athletics and the media, prospective student-athletes and their parents, and corporate organizations regarding all aspects of athletic programs.
• Responds to requests and inquiries from internal and external customers (i.e., students, parents, schools, faculty, staff, financial institutions, national, state, and local health organizations, civic and professional organizations, and businesses), thereby requiring professional and courteous interactions.
• At times, may be responsible for leading and overseeing the work of interns/volunteers in the Athletic Department (interns and volunteers are assigned to specific areas - marketing, sports info, etc.)
• Prioritizes multiple issues and uses sound judgment and professional discretion in accordance with knowledge of and in compliance with University policies, procedures, and guidelines.

Benefits : All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

Unit:  Athletics MBU

Department: Athletics Office

Duties & Responsibilities:

Executive Administrative Support to the VP & Director of Athletics

• Maintains and coordinates the scheduling of the VP & Director of Athletics calendar.
• Arranges travel by preparing and processing travel authorizations, reimbursements, and direct payments for the VP & Director of Athletics and the administrative staff.
• Ensures the confidentiality of all information in the office.
• Serves as liaison, via written and verbal communication, between the VP & Director of Athletics and the media, prospective student-athletes and their parents, and corporate organizations regarding all aspects of athletic programs.
• Responds to requests and inquiries from internal and external customers (i.e., students, parents, schools, faculty, staff, financial institutions, national, state, and local health organizations, civic and professional organizations, and businesses), thereby requiring professional and courteous interactions.
• At times, may be responsible for leading and overseeing the work of interns/volunteers in the Athletic Department (interns and volunteers are assigned to specific areas - marketing, sports info, etc.)
• Prioritizes multiple issues and uses sound judgment and professional discretion in accordance with knowledge of and in compliance with University policies, procedures, and guidelines.
• Independently, and at times on behalf of the VP & Director of Athletics, resolves issues and follows up to determine that satisfactory results are achieved.

Donor Relations

• Interacts extensively with donors and sponsorship businesses, ticket purchasers, other Division I institutions of higher learning, and the general public to assist with generating revenue for the VCU Athletic Department.

Special Events & Administrative Public Relations Support

• Serves as key departmental representative by hosting special events targeted at donors, sponsors, and other individuals/companies who provide support for VCU athletic programs.
• Supports additional senior VCU Athletic administrators.
• Gatekeeper of written communication from VCU Athletics.
• Coordinates delivery of VCU Athletic apparel and memorabilia to key community leaders, businesses, and partners.
• Organizes various staff outings/team-building functions.
• Work with the external group on strategic communications planning.

Administrative Support to the Deputy Director of Athletics

• Provides executive-level administrative support to the Deputy Director of Athletics.
• Arranges travel by preparing and processing travel authorizations, reimbursements, and direct payments.

Fiscal Administration

• Primary contact with Siegel Center faculty and senior administration as it relates to office management and administrative solutions.
• Responsible for the general office management of the Siegel Center administrative offices.
• Has decision-making authority as it relates to the management of office supplies, business cards, stationery, and equipment for staff members.
• Provides fiscal support by coordinating payments and other procurement-related items for the VP & Director of Athletics.
• Manage certain Athletics contracts (Olympic Sports Game Contracts).

Qualifications:

Minimum Qualifications

• Bachelor's degree in Business Management, Business Administration, Sports Administration, Sports Leadership, or a related field, or the experience and skills equivalent to a Bachelor's degree;
• Strong organizational skills and experience providing executive-level administrative assistance to leadership.
• 2-3 years of experience working in an intercollegiate Athletics Department;
• 2-3 years of demonstrated experience with, and knowledge of, NCAA Division l compliance regulations;
• Demonstrated experience managing complex administrative tasks within an intercollegiate athletics department or another department within a college or university setting;
• Ability to work independently with exceptional organizational, problem-solving, prioritizing, multitasking, and decision-making skills
• Excellent oral and written communication skills;
• Demonstrated experience in coordinating and managing in an administrative setting, as well as experience in working with students and student-athletes;
• High proficiency level utilizing Microsoft Office programs;
• Superior customer service skills;
• Experience in processing travel and knowledge of the Commonwealth of Virginia travel policies;
• Flexibility to change, prioritize multiple projects, and manage workload in a fast-paced environment;
• Ability to adjust work schedule to meet tight deadlines or event functions;
• Commitment to work in a confidential environment;
• Ability to maintain calendars and coordinate logistics and documents for meetings as required;
• Demonstrated ability to work in and foster an environment of respect, professionalism, and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Master's degree in Business Management, Administration, Sports Administration, Sports Leadership, or a related field, or the experience and skills equivalent to a Master's degree;
• Experience using Teamworks

Salary Range:  Commensurate

FLSA Exemption Status:  Exempt

Hours per Week:  40+

Restricted Position:  No

ORP Eligible:  No

Flexible Work Arrangement:  Fully Onsite

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