Athletics Administrative Assistant

Under the daily supervision of the Director of Athletics, the Athletics Office Assistant provides clerical and administrative support to a program, office, and facility. The individual provides receptionist services or other direct contact for administrators, staff, and students; prepares and processes paper or electronic documents and maintains files; fills out and reviews forms, enters data into computers, prepares, sorts and distributes mail; assists with meetings, manages calendars, appointments, travel, and communications of leadership team; coordinates special events and meetings; drafts and manages correspondence and communications to department; compiles and maintains reports and records; provides clerical support for leadership team; and manages complex, sensitive and confidential information related to athletic department operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

• Lends administrative support to the Director of Athletics and the Department of Athletics and Recreation. This position will also lend support to the athletics recruiting process.
• Manages the financial processes for the Department of Athletics and Recreation including the processing of purchase requests, invoices, departmental credit cards and related reports.
• Lends support to the athletic and academic eligibility process for student athletes.
• Assists with organizing transportation arrangements for Athletics teams.
• Maintain and monitor the departmental vans and Cap car schedule and usage.
• Serves as the first point of contact for athletics administration suite.
• Assists with hiring, on-boarding and termination/exit administrative processes and implementation of office systems, policies and procedures.
• Performs department clerical work; may answer and attend to telephone calls; maintain records, operate office machines, perform related tasks as required.
• Type letters, memoranda, charts, and similar materials.
• Attends to inquiries for fitness center memberships, when necessary.
• Enters and maintains departmental records, including spending, office inventory, rosters, directories.
• Organizes and maintains paper and/or electronic files using established procedures; retrieves files as requested.
• Prepare game contracts for home contests.
• Prepares, reviews, corrects, administratively codes, and processes routine office forms, using established standards; performs basic calculations and computations to complete forms.
• Assists with all scheduled departmental events including but not limited to the annual sports banquet.
• Prepares check requests, team travel, reimbursements and payments, routes for appropriate signatures, and distributes.
• Distributes purchased items as they arrive.
• Reconciles monthly reports, including but not limited to expense reports.
• Attends departmental meetings and records minutes and attendance; may serve on committees; and provides other support to leadership team as needed.
• Maintains department facilities calendar, including rentals.

QUALIFICATIONS:

• Excellent customer services skills.
• Proficient knowledge of Microsoft Word, Excel and Outlook.
• Willingness to learn and adaptability.
• Must demonstrate sufficient skills to perform the duties of the assigned tasks.
• Sufficient technological savvy to perform job duties at an advanced level and meet deadlines.

PREFERRED QUALIFICATIONS:

• Ability to perform and/or coordinate a variety of tasks simultaneously and with accuracy.
• Proficient organizational and interpersonal skills.

EDUCATION and/or EXPERIENCE:

• 2 Years Customer service
• High School Diploma or some college credits

Capital University is committed to increasing the diversity of the Capital community and curriculum. This commitment includes Capital's dedication to the development of faculty and staff who are committed to inclusive practices in teaching, learning, working and all other campus and community interactions. Candidates who can contribute to that goal are particularly encouraged to apply.

For more information on Capital University, visit our website at www.capital.edu.

Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, life insurance and free parking.

Capital University is an equal opportunity employer and supports a diverse and inclusive campus community. Capital University does not discriminate on the basis of race, color, national or ethnic origin, sexual orientation, religion, sex, gender, age, disability, veteran status, or other characteristics protected by the law.