Administrative Assistant, Athletics

Description

University of Health Sciences and Pharmacy in St. Louis is currently seeking an experienced administrative support professional to support administrative and business operations for our athletics and enrollment departments.

This position supports department and team budgets, operational processes, reports for student recruiting, transportation, and other administrative tasks.

Strong technical skills are essential, as is the ability to multitask, take initiative and be creative in supporting the overall success of the departments.

Since our founding over 158 years ago, UHSP has provided a world-class education for health care leaders and innovators and been a place where future professionals and practitioners come together to foster a healthier society.

If you consider some of your strengths to be in your technical skills, written and verbal communication, organizational skills, and multi-tasking, you are encouraged to apply and contribute to the success of a university focused on helping our students pursue extraordinary!

You will have an opportunity to :

Assist in departmental and team budget tracking, produce purchase orders for the departments, process invoices and track expenses.

Prepare team budget reports and work closely with the assistant director of athletic business management on administration to ensure team budget information is accurately reported.

Support the assistant vice-president of athletics in overall departmental budgets.

Support athletic scholarship program through the creation of award letters, and other correspondence. Support student recruitment by following up with coaches to ensure data is accurately and timely entered in systems.

Run reports in CRM for management. Coordinate as necessary with staff in admissions.

• Coordinate team travel : verify travel itinerary with coaches prior to travel, coordinate with transportation vendor. Track receipts and expenses after travel, process invoices as necessary.
• Assist in management of credit card usage for each team including review of credit card statements for accuracy, corresponding with coaches to ensure compliance is met.
• Coordinate departmental meetings and meetings with the assistant vice-president of athletics. Prepare meeting agendas, take minutes, track attendance, coordinate follow up action items.
• Coordinate with assistant director for athletics business management and administration to ensure data is tracked for compliance reporting, student athlete eligibility, etc.

Communicate with coaches, athletes, and others to ensure processes are met.

Other duties and projects as assigned

Qualifications

To succeed in this role, you will need :

• Bachelor’s Degree. Associate degree or high school diploma with sufficient experience accepted.
• Minimum of two years’ administrative support experience, preferably in higher education or working with budgets and communication for a department.
• Strong proficiency in Microsoft Office Outlook, Word, and Excel. The ability to develop dashboards, reports and charts from data sources is required.

Experience with customer relationship management software (CRM) and accounting, budgeting, or project management, preferred.

Strong written and verbal communication skills are required. Close proofreading skills and a high degree of clerical accuracy are required.

Ability to develop written policy and procedures and map and improve processes is preferred.

• The ability to organize, consistently follow procedures, and proactively communicate is essential.
• Strong service skills are essential, as is the ability to prevent and diffuse conflict.
• Basic knowledge of accounting procedures.

If this sounds like the job for you here is information on how to apply :

Follow the simple steps to apply online. With your application, please submit a resume and cover letter. Review of applications will begin immediately and continue until filled.

Benefits :

UHSP offers a great package including excellent, affordable health insurance, dental, vision, University-paid life and disability insurance, voluntary coverage, retirement match, and generous parental and caregiver leave, personal and University holiday, sick and vacation time.

University employees have access to library resources, fitness facilities, cafeteria, and university events.

AA / EOE Statement :

University of Health Sciences & Pharmacy in St. Louis is proud to be recognized in 2022 as a Great College to Work For for diversity, inclusion and belonging, faculty and staff well-being and shared governance.

We value the benefits of a diverse student body and workforce. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity, protected veteran status or status as an individual with a disability.

The University’s employment policy shall be supported through a continuing affirmative action commitment that embodies the standards of equal employment opportunities for all persons.

EOE / M / F / Veteran / Disabled.