ADMINISTRATIVE ASSISTANT (Administrative)
Position: Administrative Assistant to the Director of Athletics
Department: Athletics
Reports To: Director of Athletics
FSLA Classification: Salary Non-Exempt
Remote Work: N/A
Lane College, NCAA Division II, located in Jackson, Tennessee invites applicants for the position of Administrative Assistant to the Director of Athletics. This is a full-time position reporting to the Director of Athletics. Lane College is a member of the Southern Intercollegiate Athletic Conference (SIAC).
Responsibilities:
- Conduct all aspects of the program within the rules, regulations, and procedures encompassed in the NCAA, the athletic conference, College, and athletic department policies and procedures manual, with an understanding that failure to do so may lead to sanctions up to and including termination.
- Provide assistance and clerical support to the Director of Athletics and the Athletic Department as well as perform office management/receptionist functions for the athletic office including, but not limited to, scheduling meetings, managing calendars, answering phones, responding to messages, and assisting with walk-ins.
- Maintain a positive, highly efficient, organized, professional and confidential manner in all aspects of the job.
- Compose professional and effective written communications through email or in letters or reports.
- Establish and maintain accurate department records.
- Maintain detailed records and work closely with the Director of Athletics with regard to all aspects of the Athletics budget.
- Prepare and submit requisitions.
- Work in coordination with the business office for timely and accurate processing of purchase requests.
- Order office supplies as necessary.
- Keep an extensive file on all materials relative to purchasing in all areas and sports.
- Prepare for all games, home and away game contracts, organization of game day operations staff, travel arrangements, etc.
- Train and assist coaching staff regarding administrative procedures including, but not limited to, purchase requests and travel reconciliation.
- Train and supervise student employees/work-study students.
- Schedule requested events at Colleges athletic facilities and ensure receipt of all required documents/payments.
- Supervisor of timekeeping for athletics staff.
- Create job templates; complete job requisitions; monitor employment applications; and complete Personnel Actions Forms in Paycom.
- Perform other related duties as assigned.
Qualifications (Knowledge, Skills and/or Abilities Required):
- Minimum of a high school graduate or GED equivalent with at least five (5) years experience in general office duties while supporting senior level management and mid-level management. Associate degree (A. A.) or equivalent from two-year college or technical school preferred.
- Six months to one-year related experience and/or training; or equivalent combination of education and experience a plus.
- Strong organizational, interpersonal, verbal, and written communication skills required.
- Must have good time management skills with an attention to detail.
- Must be flexible to manage multiply tasks while remaining calm and effective while under pressure to meet deadlines.
- Must be able to solve problems specific to the position.
- Must maintain confidentiality.
- Must be familiar with the use of general office equipment including a computer, copier, fax machine, phone, etc.
- Must be proficient in the use of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Must be able to compose reports, letters, etc. using proper grammar and punctuation.
- Ability to walk, stand, climb stairs, or sit long periods when needed.
Expectations:
You will be expected to abide by the NCAAs Article 2: Principles for Conduct of Intercollegiate Athletics and the Athletics Department Code of Conduct. Adherence to all guidelines, policies and procedures contained in the NCAA Division II Manual, Athletic Conference Policies and Procedures Manuals, and Lane College Athletic Department Policies and Procedures/Compliance Manuals in the performance of the responsibilities outlined in your positions job description will be expected and enforced.
Creating an atmosphere of compliance, accurately completing required Lane College and NCAA forms and reports and reporting any suspected violation of NCAA rules and regulations are expected and required.
All athletics staff and coaches are expected to act professionally to foster an atmosphere conducive to student athlete well-being, a safe and welcoming environment, high academic achievement, and a highly competitive athletic experience for our student athletes.
Failure to meet these expectations may result in disciplinary action up to and including termination.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
