Administrative Assistant II/Facilities Scheduler (Athletics)

Definition of Classification :

The Administrative Assistant II / Facilities Scheduler provides comprehensive administrative support to the Athletics Department, overseeing all Field House office activities and coordinating the day-to-day office operations including performing receptionist duties.

Reporting to the Administrative Assistant III, this position provides support to department staff, administrators, and part-time assistant coaches.

Coordinates communications and information between the Director of Athletics, Associate Athletics Director, Administrative Assistant III, Director of Athletic Communication, Physical Education and Kinesiology chairs, media, vendors, students, parents, alumni, and the staff of the Field House, Fitness Center, and Thompson Aquatic Center.

Duties and Responsibilities :

The duties and responsibilities include, but are not limited to, the following :

• Functions as an active member of the Department of Physical Education and Athletics.
• Serves as first point of contact; greets and directs visitors and students to the Field House Training Room, Equipment Room, Fitness Center, and Thompson Aquatic Center.
• Leads contact for scheduling the university’s athletic facilities requests with outside parties, ensuring that proper insurance paperwork is received, along with payment and any follow-up.
• Leads contact for scheduling athletic department sport practices, contests, and meetings, using campus-wide 25LIVE scheduling system, working with Event Services to ensure timely approvals and confirmations.
• Leads contact for scheduling on-campus spaces for members of the Physical Education and Athletics department and requests by on-campus community groups, utilizing campus-wide 25LIVE scheduling system protocols, working with Event Services to ensure timely approvals and confirmations.
• Leads contact for Event Services’ scheduling of summer conferences requesting use of athletic facilities; assists Event Services staff as needed, facilitating communication within the department.
• Collaborates with Athletics supervisors of Currier Gym, Fitness Center, and Thompson Aquatic Center facilities to create and maintain periodic open hours fliers for posting during the academic year and summer.
• Collaborates to coordinate and facilitate the transportation needs of the sports programs and coaches, including reserving, confirming, and communicating scheduled travel;

creates multiple-day travel itineraries as needed.

• Ensures and monitors that department procedures, processes, and checklists are followed according to the procedure manual, updating as needed, and helping direct and facilitate those procedures and processes, including university-wide policies and procedures.
• Prepares and processes various accounting forms, including check requests, purchase requests, and expense reimbursements, along with accompanying receipts for travel and recruiting expenses and cash receipts.
• Creates letters, mailing lists, emails, invitations, schedules, and contacts using Microsoft Office applications, using rough drafts, notes, or verbal instructions.

Takes minutes at monthly coaches’ meetings and disseminates.

• Provides administrative and logistical support for fall sports’ early arrival, as well as winter and spring sport program’s return to campus.
• Maintains files for the football, grounds, and equipment programs, and athletic facilities.
• Prepares outgoing mail, including FedEx and UPS; sorts, routes, and distributes incoming mail and packages.
• Responsible for office equipment and furniture inventory, sourcing and placing orders for replacements as needed; requests maintenance as needed and reported by others.
• Maintains and orders office supplies, to include the compilation, processing, and distribution of annual calendars.
• Trains, oversees, and supervises student-employees to perform receptionist, mail, filing, and data entry duties and assists with other program’s student employees.
• Screens telephone calls for coaches, assistant coaches, administrators, and staff.
• Helps coordinate athletic banquets for assigned sports including invitations, room reservations, and cash boxes; assists with sports program’s End-of-Season awards.
• Monitors housekeeping and maintenance needs and submits work orders and requests according to established university procedures.
• Serves as back-up for the Administrative Assistant III, in the office of Director of Athletics and Physical Education, when out of the office or on vacation.
• Performs other duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following :

Experience / Training / Education :

Required

• High school diploma or equivalent supplemented with two years of additional course work in related fields such as business, secretarial, computer software / word processing and spreadsheet programs including the ability to use database and Microsoft Office software programs.
• Three (3) years of administrative support experience or related experience.

Knowledge and Skills :

• Knowledge of English grammar, spelling, and punctuation.
• Excellent verbal and written communication skills.
• Basic knowledge of mathematics.
• Excellent organizational skills, and detail orientated with high accuracy.
• Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Effective communication and presentation skills; ability to write clearly and concisely.
• Effective listening and interpersonal skills.
• Demonstrate a high degree of motivation, tact, and diplomacy.
• Basic knowledge of record keeping and record retention requirements.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint.
• Ability to operate standard office equipment.
• Knowledge of applicable federal and state laws and regulations.
• Understand, interpret, and apply federal and state policies and laws.
• Ability to work cooperatively with co-workers, supervisors, and with on and off campus contacts.
• Aptitude to learn new and evolving technology.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise independent judgment and initiative.
• Deliver great customer service.
• Ability to work effectively with confidential information.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements / Working Conditions :

Working Conditions :

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings.

At least minimal environmental controls to assure health and comfort.

Physical Demands :

• Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work;
• use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file;
• climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer;

hear and understand voices over telephone and in person; and lift, carry and / or move objects weighing up to 20 pounds.