Senior Administrative Coordinator for Athletics

Title: Senior Administrative Coordinator for Athletics

Position Purpose:

The Senior Administrative Coordinator is responsible for providing broad administrative support for the Director of Athletics. The Coordinator provides administrative support for the division, oversees the day-to-day operations of the Department of Athletics, and provides front-line guidance and assistance to students, parents, coaches, and staff. The Coordinator manages the workflow for all processes and procedures related to the operations of the office. 

Job Duties:

• Coordinates and provides administrative support for the director, associate and assistant directors, and coaches when necessary.
• Manages the schedules of a number of staff, including the Director of Athletics and Senior Associate Director of Athletics.
• Organizes, coordinates, and schedules registration efforts and facility usage for multiple summer athletic camps.
• Manages booking of field space for varsity, club, and intramural sports as well as for off-campus requests and coordinates these efforts in conjunction with the assistant director of athletics. 
• Coordinates coaches and team travel schedules, and acts as liaison to our bus company for team travel, including regular season and NESCAC and NCAA championships.
• Gathers team schedules and monitors changes to schedules, communicating changes to necessary staff members.
• Tracks student-athlete statuses and information and updates databases accordingly.
• Tracks and maintains student Physical Education requirement fulfilment spreadsheets.
• Available for infrequent evening/weekend work at major athletic events.
• Completes and processes various external forms including vendor contracts.
• Generates contracts for home athletic contests and sends them to opponents; monitors return of contracts for home and away athletic events.
• Provides general assistance to students, faculty, and staff for questions or concerns that arise. 
• Provides a welcoming, friendly, and open environment while serving as the front-line staff member in the office, triaging phone calls and visitors to the office.
• Monitors and updates the content of Athletics-affiliated websites.
• Assists in monitoring of the office and team budgets, orders office supplies, and processes invoices and reimbursements. Coordinates equipment and building repair or cleaning requests.
• Collaborates with other Student Affairs front-line staff to provide appropriate coverage for Student Affairs-affiliated offices.
• Assists in the coordination of staff search committees and coordinates hiring processes as necessary. 
• Updates digital signage and message boards throughout campus for athletic department.
• Works with Athletics communications staff to assist in promotion and coverage of Bates student-athletes.
• Assists with marketing and promotion of athletics events and communicates with sponsors on occasion.
• Collaborates with other team members to address organizational needs and participates in a variety of projects on Athletic-related programs and practices.
• Ensures consistency, communication and collaboration in a small yet complex environment.
• Maintains an active network of other Administrative professionals.
• Seeks and participates in professional development activities.

Minimum Qualifications:

Education

• Bachelor’s degree or an equivalent combination of education and experience will be considered.

Experience

• 5+ years of experience in a professional office setting providing administrative support or office management, preferably in
  a higher education environment.
• Experience working with multiple constituencies in sometimes difficult and stressful situations.

Skills and Knowledge

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community
• High level of flexibility and adaptability with the ability to self-motivate and prioritize tasks.
• Ability to manage a complex office environment with frequently shifting tasks and priorities.
• A personality that lends itself to the student development process.
• Excellent communication (written, verbal and presentation) skills.
• Ability to proofread and edit various types of documents including those for wide distribution and those with sensitive information.
• Strong interpersonal skills with ability to develop and maintain collegial
  relationships with clientele such as students, staff, faculty and community partners.