Administrative Specialist - Athletics

The Administrative Specialist will provides administrative support to four Deputy Athletic Directors and maintains several business processes. The responsibilities require good judgement, confidentiality, and attention to detail. This position works collaboratively with all areas of the department and serves as the liaison with many broader University areas.

Education and Experience

• Bachelor's degree or equivalent combination of education and experience.
• 4-5 years of administrative, higher education, student services or managerial experience.
• Proficient in various word processing, spreadsheet, graphic, and database desktops software programs such as PeopleSoft.
• Master's degree is preferred.

Skills and Knowledge

• Expertise in Microsoft Office - Excel, Word, Outlook, PowerPoint
• Outstanding written and oral communication skills.
• Understanding of contract language.
• Excellent organizational skills.
• Ability to multi-task and meet deadlines.
• Outstanding discernment/judgment capabilities.

Responsibilities

• Assist four Deputy Athletic Directors and their portfolio of operations: This includes support on special projects, coordinating scheduling, agendas, and follow-up tracking for recurring meetings, cross-departmental syncs, and board/committee prep.

• Facilitate contract approval process for the Athletic Department and maintain a detailed log of all contract activity.

• Liaison between Athletics Staff and various contract approvers (Compliance, University Counsel, Risk Management, Comptroller, Information Technology Services, Purchasing).

• Request insurance certificates as necessary.

• Ensure all fully executed contracts are retained and organized per departmental and University requirements.

• Perform general administrative responsibilities for all Deputy Athletic Directors including but not limited to:

• Complete credit card reconciliations

• Serve as liaison with the Dome Ticket Office for game tickets and parking and assist with post-season travel to bowl games and tournaments.

• Filing, communications, yearly travel arrangements, etc.

• Assist Deputy ADs with dedicated administrative support related to Sport oversight and University-wide Committees, Task Forces.

• Assist Athletics HR with onboarding and other staff related elements for departmental culture.

• Tracking expense approvals, purchase orders, and budget-to-actual reporting that cuts across various areas flagging discrepancies before they reach the Deputy AD level.

• Serves as a critical liaison to internal operations to ensure office is operating as efficient as possible at all times.

• Other duties as assigned.

Physical Requirements

NA

Tools/Equipment

NA

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.