Department Administrative Assistant, Athletics

Position Title
Department Administrative Assistant, Athletics


Job Category
Support Staff


Range Minimum
$45,743


Position Type
Full Time


Department
Athletics


Job Summary

Provide administrative support for the Athletic Director, department staff and coaching staff. Work independently on projects as assigned by the Athletic Director.



Administrative management of the department to include maintaining the department budgets (Intercollegiate Athletic Teams, Fundraising, and Foundation; handling all purchasing requisitions, budget transfers, verification reports, work orders, purchase orders; cash transmittal’s, deposits, and petty cash management; and monitoring athletic scholarship funds.



Responsible for travel arrangements for all Intercollegiate Athletic programs and Director of Athletics as well full time athletic staff. This includes identifying mode of transportation, reserve lodging, submitting registrations, and preparing travel request authorizations to include meal allowances, travel expenses, and other potential expenses. Responsible for reconciling all expenses post-travel.



Responsible for preparation and forwarding of all correspondence for Athletic Director and other Athletic Department staff. This includes assisting in the preparation of all annual reports including EADA gender equity, Athletic Department end of year review, and all region conference reports.



Responsible for completion of NJCAA eligibility forms and maintaining official team roster. Maintain department and staff memberships in the NJCAA, Region XIX, GSAC, NATYCAA, NACDA, AAA and Aquatics CPO certifications.



Handles all administrative support responsibilities related to department events, including preparing advertising, printing of brochures, processing of applications, purchasing equipment and materials. (Ex. Hall of Fame, Team Fundraising initiatives, Foundation Golf outing, CCM Open House and community service events).



Calculate and process employee time sheets, prepare payroll/PTAA forms for staff and student aides, and maintain personal leave balances for staff, including vacation time, sick time, personal time, etc.



Serve as one of the college’s Campus Security Authorities, responsible for reporting to Public Safety any activities that may be considered criminal instances.



Other duties as assigned.





Qualifications - Education

Two-year Associate Degree or progress towards graduation preferred with 2 years of administrative assistant experience. High School graduate with 3-4 years of administrative assistance experience.



Qualifications - Experience

Minimum of 2-4 years of general office experience



Qualifications - Skills

The ideal candidate is comfortable with providing support in a high trafficked office and has proven high quality customer service skills. Experience with Microsoft Office Suite, experience in using databases, and the ability to learn new technology. Must demonstrate great communication skills, pleasant telephone manner, ability to manage multiple tasks simultaneously, and the ability to work independently.



Work Hours

Traditionally 8:30-4:30, Monday – Friday. Flexible schedule necessary for some nights and weekends based on institutional, departmental and community service events.