Administrative Coordinator

Provides essential office and administrative support for athletic administrators, coaches and athletics day to day operations.

Work Days: Monday - Friday

Shift Start/End Time: 8:30am - 5:00pm

Hours Per Week: 37

Weeks Per Year: 52

Position Title: Administrative Coordinator

Pay Status and Classification: Non-exempt, Regular Full-time

Work Location: This position is not eligible for a hybrid work schedule

Supervisor: Director of Athletics

Position Purpose:  Provides essential office and administrative support for athletic administrators, coaches and athletics day to day operations

Essential Responsibilities and Duties:

• Serve as administrative support for the Director of Athletics scheduling meetings, successfully keeping meeting notes and files, coordinating and organizing online files for various projects, and coordinating correspondence as needed.

• Successfully liaison with various departments to coordinate athletics operations (i.e. dining, residential life, transportation, ITS, special events, catering, venue/room scheduling (25Live).

• Coordinate with dining and Residential Life for pre-season and break meals and housing.

• Coordinate team travel needs for the Department.

• Oversee department online payroll program.

• Create, distribute and confirm electronic game contracts.

• Coordinate new employee onboarding and exiting with Human Resources.

• Hire, train and daily oversight of in person Work Study students to assist in athletic department daily operations.

• Effectively work with Ticket Managers/Business Operations and fill in when needed.

• Assist Athletics administrators with Special Events including Senior Awards Ceremony and Hall of Fame.

• Oversee athletic department gym memberships, ordering of supplies for the athletics department, and official’s payment program.

• Assist VP of Student Affairs with setting up meetings, processing invoices and data entry needs.

Qualifications:

• Associate’s degree and three to five years of administrative experience, or a combination of relevant education, training, certifications, and/or work experience. Experience working in a higher education and a small liberal arts environment is preferred. 

• The applicant must be a U.S. citizen or permanent resident to fulfill the role of Designated School Official (DSO), in compliance with federal regulations.

• Extensive knowledge of Microsoft Office, especially Excel, and Google Suite (Gmail, Google Calendar, Google Docs, etc.). Experience with customer relations management (CRM) systems (e.g. Slate, Colleague) preferred.

• Experience using or ability to learn scheduling, catering, and survey software (i.e. 25Live, Catertrax, Qualtrics). 

• Exceptional interpersonal and communication skills.

• Ability to work onsite in an office environment including the ability to stand and sit for extended periods. 

• Ability to exercise exceptional judgment, ensure strict confidentiality of sensitive and protected student information, and demonstrate outstanding professionalism in a range of situations. 

• Ability to think critically, adjust accordingly and escalate when appropriate.

• Ability to work independently under general supervision in a flexible work environment, take initiative on projects, and prioritize competing demands.

• Ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, faculty, and staff colleagues.

• Able to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to enhance results.

 

Compensation: