Senior Administrative & Project Assistant, External Operations, Department of Athletics

EXPIRED

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current  Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.  

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Senior Administrative and Project Assistant, External Operations supports the daily operations of multiple Athletics units, including Athletic Communications, Fan Experience, Sales, and Creative Services. This position is responsible for managing administrative tasks, coordinating budgets, and assisting with project deliverables. It serves as a communication hub between departments and external constituents, providing seamless office management and ensuring operational efficiency.

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current  Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.  

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Senior Administrative and Project Assistant, External Operations supports the daily operations of multiple Athletics units, including Athletic Communications, Fan Experience, Sales, and Creative Services. This position is responsible for managing administrative tasks, coordinating budgets, and assisting with project deliverables. It serves as a communication hub between departments and external constituents, providing seamless office management and ensuring operational efficiency.

Job Description

Essential Functions:

Office Management

• Serve as Office Administrator for the Athletic Communications, Fan Experience, and Creative Services units within Athletics – assist in other administrative areas as well for Deputy AD, Administration and other senior leaders upon request.

• Oversee office assets, supplies, and facility requests. Track, order, and maintain inventory of game day materials and office supplies.

• Serve as the first point of contact for visitors and callers, providing information or referring inquiries appropriately.

• Track and manage budgets for multiple departments, including processing expense reports, purchase orders, and supplier invoice requests.

• Submit payroll requests for public address announcers, statisticians, and freelance contributors.

• Coordinate athletic meeting space reservations across various venues, including McCreary Tower, Bridger Field House, and Manchester.

• Serve as a liaison for office equipment maintenance with internal and external vendors, including Kelly Office Solutions and campus information systems.

• Oversee mail coordination, including campus mail, FedEx, UPS, and USPS.

Fan Experience Marketing & Sales

• Manage supplier invoice requests and budget tracking for Fan Experience campaigns.

• Process expense reports and coordinate purchase orders.

• Support digital marketing efforts, including campaigns for Olympic sports and assets such as Deacon Sports Xtra and Deacon Rewind.

Athletics Communications

• Serve as Media Coordinator for press operations related to football and men’s basketball.

• Coordinate scout and media credential distribution, including post-game operations.

• Support football and basketball press conferences, including proof of meal arrangements, press box/tower setup, and in-game stats delivery.

• Collaborate with Pepsi Bottling Ventures and Proof of the Pudding for press-related services.

• Manage Hall of Fame and media-related content, including gift baskets for visiting team representatives.

Creative Services

• Assist with budget management for Creative Services.

• Support printing and creative material requests for various Athletics departments.

Event & Facility Operations

• Assist in invoice processing and reconciliation for football, men’s basketball, women’s basketball and other requests as assigned. 

Special Projects

• Manage and track project deadlines and deliverables for external operations leadership.

• Provide ad hoc support to the Senior Associate AD of Communications and the Deputy AD of Administration.

• Maintain general website content, including updates via SIDEARM.

• Coordinate Athletics internships, career fairs, and external campus visits.

• Organize special initiatives, such as the "In Memoriam" column and team award nominations.

NCAA Regulations

• Enforces policies/procedures of the University, NCAA, and Athletic department.

• Remains current and complies with all University, ACC and NCAA rules and regulations.

Minimum Qualifications:

• Bachelor’s degree and five years of experience providing administrative and project level support.  Experience in managing an office preferred.

• Must be flexible and willing to work nights and weekends.

• COVID-19 Vaccination Required (unless exemption granted)

Knowledge, Skills, Abilities:

• General knowledge of office management techniques

• Exceptional attention to detail

• Ability to gather and analyze data, compile information, and prepare reports

• High degree of self motivation

• Excellent interpersonal, organizational and time management skills

• Proficiency in Microsoft Office (Word, Excel, Netscape and E-mail) and other peripheral office equipment

• Must demonstrate effective communication skills both orally and in writing, strong interpersonal skills

• Ability to research and resolve office management problems and questions

• Ability to organize workflow and coordinate activities

• Ability to prioritize workload, accuracy, and attention to details

• Must be comfortable in a highly fluid work environment, ability to manage multiple tasks simultaneously

• Ability to update skills on a continual basis

• Ability to manage and maintain confidentiality of information.

• Ability to work collaboratively with all members of a diverse internal and external community to manage a variety of tasks and complex projects with follow through and completion in a timely manner.

• General knowledge of budget development and fiscal management

• Demonstrated ability to analyze and interpret policies and procedures, budget guidelines, etc.

• Ability to make independent decisions, demonstrating sound judgment and discretion

Supervisory Responsibility: 

None. Responsible for own work only.  May assist in coordination of interns and student workers.

Additional Job Description

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.  ​

Apply Now