Administrative Assistant

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Administrative Assistant

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\t\t\t\t\t\tEdward Waters University \t\t\t\t\t

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\t\t\t\t\t\tin \t\t\t\t\t\tJacksonville, FL \t\t\t\t\t

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\t\tType: \t\tFull-Time \t\t

\t\t \t\t \t\t\t\tPosted: \t\t\t\t48 days ago \t\t\t\t

\t\t\t \t\t\tApplication Due: \t\t\tOpen Until Filled \t\t\t

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\t\t \t\tCategory: \t\t \t\t\t\t\tAthletics - Athletic Administration; \t\t\t\t\t+1 \t\t\t\t\t \t\t\t\t \t\t\t\t\tAdministrative Assistants \t\t\t \t\t \t\t

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GENERAL SUMMARY:

The Administrative Assistant is a highly organized, proactive, and detail-oriented individual who provides essential support to the Athletic Department. This role is integral to the effective functioning of the department and involves a wide range of administrative, clerical, and project-based tasks. The Athletics Administrative Assistant anticipates needs and coordinates matters related to the smooth operation of the Athletic Department. This position works closely with the Athletic Department with minimal daily supervision, offering key administrative assistance and support for project management within the department.

DUTIES AND RESPONSIBILITIES:

• Provide administrative and clerical support to the Athletic Director and the Athletic Administration.
• Manage and organize the Director of Athletics' schedule, including appointments, meetings, and travel arrangements.
• Support logistical coordination for department projects, including scheduling appointments and meetings, reserving rooms, and resolving scheduling conflicts.
• Arrange and prepare for meetings, distribute necessary meeting materials, maintain minutes of meetings for the Director of Athletics and keep track of action items.
• Handle correspondence, including emails, phone calls, and mail, ensuring timely and accurate responses.
• Coordinate and create correspondence, draft letters and communications for a broad range of audiences and assist with follow-up communications for the Director of Athletics.
• Create and maintain systems and routines for the effective running of the department including coordination of file sharing, file naming conventions, and necessary communication to the department.
• Maintain and update records, files, and databases related to the Athletic Program.
• Assist in coordinating and organizing athletic events, meetings, and functions (i.e. game day hospitality, guest lists, etc.)
• Prepare reports, presentations, and other documents as needed.
• Liaise with students, faculty, staff, and external stakeholders to facilitate communication and support for the Athletic Program.
• Complete tasks timely with work that is comprehensive, complete, and accurate.
• Communicates clearly, listens attentively, and seeks to understand others.
• Collaborates productively with colleagues of varying skills
• Adhere to all NCAA, SIAC, EWU rules and regulations.
• Other administrative duties as assigned

QUALIFICATIONS:

REQUIRED: Bachelor's required; Master's Degree preferred

2 to 5 years of experience of Division I or Division II compliance experience

Strong working knowledge of NCAA regulations and guidelines with the ability to apply and enforce

Excellent written and verbal communications skills, demonstrated interpersonal skills, and be an organized individual

Demonstrated commitment to high professional ethical standards and an ability to establish a good rapport and effective working relationships with student-athletes, coaches, administrators and staff

Excellent communication and interpersonal skills. Demonstrated ability to build relationships with students and colleagues across the campus. Knowledge of the NCAA rules and regulations.

BEHAVIORAL EXPECTATIONS

Student/Customer Service Orientation. Proactively develops student/customer relationships by making efforts to listen to and understand the student/customer (both internally and externally); anticipates and provides solutions to student/customer needs; giving high priority to student/customer satisfaction

Key Actions:

• Acknowledges the student/customer.
• Clarifies the student/customer's need.
• Meets or exceeds the need.
• Confirms satisfaction.
• Listens and empathize.
• Takes responsibility for action.

Impact. Creates a good first impression, commands attention and respect, shows an air of confidence.

Key Actions:

• Speaks with confident tone of voice.
• Maintains an attentive posture.
• Responds warmly and openly.
• Dresses appropriately.

Initiative. Makes active attempts to influence events to achieve goals; self-starting rather than accepting passively; takes action to achieve goals beyond what is required; being proactive.

Key Actions:

• Is proactive.
• Generates ideas for continuous improvement.
• Seeks opportunities for personal growth and professional development.
• Does more than is required.

Integrity. Maintains and promotes social, ethical and institutional norms in conducting internal and external business activities.

Key Actions:

• Shares complete and accurate information.
• Fairly represents department and institution's capabilities.
• Maintains confidentiality.
• Adheres to policies and procedures.
• Meets personal commitments and promises.

Teamwork and Collaboration. Works effectively with teams, work groups or those outside formal line of authority (e.g. senior managers) to accomplish institutional goals; takes actions that respect the needs and contribution of others; contributes to and accepts the consensus; subordinates own objectives to the objective of the institution or team.

Key Actions:

• Uses relationship skills effectively.
• Maintains or enhances self-esteem.
• Listens and responds with empathy.
• Shares thoughts, feelings and rationale.
• Contributes to team or institutional success.
• Exchanges information freely.
• Volunteer ideas and help.
• Builds on the ideas of others.
• Support decisions publicly and privately.
• Put team or institutional goals ahead of individual goals.

Knowledge, Skills and Abilities (KSAs):

Knowledge of NCAA policies and procedures.

Minimum Education Required:

Bachelors degree from a regionally accredited college or university.

Minimum Education Preferred:

Masters degree from a regionally accredited college or university.

Minimum Experience Required:

Over 3 and including 5 years of relevant progressive work experience.

Minimum Experience Preferred:

Over 3 and including 5 years of relevant progressive work experience.

Complexity of Duties:

Diversified duties involving an intensive knowledge of a specialty that requires use of a wide range of procedures.

Scope of Supervision:

Not Applicable

Character of Supervision:

Not applicable.

Authority and Responsibility:

Purchases supplies necessary for performance of personal or immediate work group\s job functions.

Consequence of Errors:

Minor. Errors are easily and quickly detected by employee. Results in minor confusion or clerical expense.

Contact with Others:

Extensive contacts with others inside and outside the institution. Building relationships will include decisions in a broad sense; strategic or tactical decisions.

Visual and Mental Demand:

Flow of the work and character of the duties involve normal mental and visual attention much or all of the time.

Physical Effort:

Sedentary Work. Exerting up to 10 pounds of force and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Involves sitting most of the time.

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\t\t\t\t\t\t\t \t\t\t\t\t\t\tEdward Waters University values Diversity and is an Equal Opportunity Employer. \t\t\t\t\t\t

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