Executive Assistant to the Vice Chancellor and Director of Intercollegiate Athletics

Job Summary

Executive Assistant to the Vice Chancellor and Director of Intercollegiate Athletics

University of South Carolina Upstate

STAPO24

Spartanburg, SC

Provide executive-level assistance and support to the Vice Chancellor and Director of Intercollegiate Athletics and USC Upstate Intercollegiate Athletics Division.

Minimum Qualifications Bachelors degree, or high school diploma and 4 years work experience that is directly related to the area of employment;

or equivalency. Successful background check is required. Preferred Qualifications Prefer experience in athletics administration support in a higher education environment.

Knowledge / Skills / Abilities Excellent communication skills are mandatory. Must be able to work in a fast paced office and be able to handle multiple concurrent tasks.

Must be able to meet deadlines. Excellent computer and data entry skills are required. Must be able to follow directions and learn new responsibilities often.

Must have excellent Microsoft skills. Job Duties Job Duty Serve as the primary contact and liaison between the Vice Chancellor and Director of Intercollegiate Athletics, other executive offices, divisional staff, university offices, league office staff, and external constituencies including community leaders, alumni, and donors.

Essential Function Yes Percentage of Time 20 Job Duty Organizes the Vice Chancellor and Athletic Directors daily affairs.

This includes calendar coordination, scheduling appointments, organizing meetings and events, assembling appropriate files and documents, making travel arrangements, reviewing and sorting incoming mail, routing correspondence and tracking response deadlines, receiving and assisting visitors, and organizing and maintaining confidential information and department files.

Essential Function Yes Percentage of Time 20 Job Duty Supports the athletics senior leadership team and provides assignments and deadlines to staff members following meetings and retreats to further initiatives and communications within the department.

Plans, organizes, and coordinates special projects, events, and meetings for the department as assigned.Supports the VC and Athletics Director and senior leadership team to achieve appropriate department presence.

Research, prepare, and distribute information regarding activities and events. Supports the department with various fundraising and donor relations activities.

Essential Function Yes Percentage of Time 20 Job Duty As HR contact, coordinate with the Universitys Human Resource office concerning hiring and termination processes.

Process new and rehire paperwork specific to the Athletics division hourly and temp exempt positions. Process all undergraduate student and graduate assistant employment.

Maintain electronic database of all personnel documents. Essential Function Yes Percentage of Time 15 Job Duty Supports the Athletics Division as HR contact.

Works with AD and HR division to prepare contracts for new coaches, monitor and prepare coaches extension letters and contract extension forms each year or as needed.

Prepares coaches contract incentives form at the end of each sports competition cycle (fall, winter and spring) and submits to HR for payment.

Essential Function Yes Percentage of Time 15 Job Duty Serve as the Athletics Department liaison with University Housing as needed.

In collaboration with coaches coordinate on-campus housing needs for student-athletes on an annual basis. This includes incoming student-athletes, summer housing, early arrival for fall sports, and extended stay for spring sports.

Essential Function Yes Percentage of Time 5 Job Duty Performs other duties as assigned Essential Function Yes Percentage of Time 5 Position Attributes Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR Drug and Alcohol Testing.