Assistant to the Director of Athletics

Position Information

For consideration, please provide details within cover letter of how each of the minimum and/or preferred qualifications have been met

Position Description & Details:

Provide administrative and organizational support to the Director of Athletics and the Deputy Director of Athletics.

Responsibilities:

• Manage calendars; schedule departmental and individual recurring meetings; schedule and make appropriate arrangements for other meetings, events and functions, interacting frequently with both campus and external contacts.
• Set agendas, c oordinate and prepare materials for internal & external meetings; record and distribute meeting minutes, as needed.
• University Athletic Committee - maintain bylaws, schedule meetings and provide minutes.
• Make all travel arrangements, reservations and registrations. Complete pre-travel authorizations and post-travel reimbursement reports.
• Receive and prioritize mail for Director and Deputy Director.
• Answer and screen Director's calls; handle or re-direct inquiries as needed.
• Compose/edit/proofread correspondence, memos, reports and forms.
• Maintain Director's files, update and archive annually as needed.
• Handle issues and projects of a confidential nature related to employees, legal matters, and department confidential information.
• Participate as member of the athletic senior management team.
• Analyze administrative operating practices, create new systems or revise established procedures as needed.
• Coordinate and schedule student-athlete program evaluations following each season. Assist with coordination of Welcome Back BBQ and Green and Gold Gala
• Assist Senior Associate Athletic Director/SWA as needed.
• Assist NCAA Faculty Athletic Representative as needed (travel, NCAA scholarship nominations, etc.).
• Establish and maintain confidential personnel files for all athletic staff members
• Create and maintain various departmental Listservs and voice mail lists.
• Prepare annual employment contracts, camp letters of agreement, outside income agreement and other pertinent letters of understanding for athletic staff.
• Coordinate annual evaluation of coaching and administrative staff and ensure HR compliance.
• Assist in recruitment of new personnel from posting of position to hire.
• Assist in the creation, application and communication of departmental policies and procedures.
• Maintaining new employee manual for on-boarding of staff.
• Analyze administrative operating practices, create new systems or revise established procedures as needed.
• Serve as point person for internal and external contacts and inquiries.
• Communicate athletic department issues and related matters to staff through regular e-mail announcements.
• Coordinate annual mandatory training and maintain training records for athletic staff.
• Process time-slips for part-time staff as needed
• Prepare accounts payable vouchers (reimbursements, cash advances, officials, and miscellaneous invoices).
• Process payments for vendor invoices using the direct on-line entry system.
• Assist with filing and maintaining vendor files
• Respond in a timely manner to Open Records requests or direct request to the appropriate staff member.
• Maintain parking list for athletic staff lots and maintain/update guest parking register.
• Manage copy machines and document shredding
• Office supply, coffee and water ordering for department

Work Schedule:

M-F, 8:00am - 5:00pm (40 hours/week)

Advertised Salary:

$40,000 to $45,000 annually

Minimum Qualifications:

• Four years directly related experience
• Proficient computer skills
• Effective oral and written interpersonal and communications skills
• Strong organizational skills
• Demonstrated problem solving ability
• High level of professionalism
• Demonstrated emphasis on accuracy and details
• Ability to be flexible, proactive, resourceful and efficient
• Ability to make independent decisions and plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time
• Ability to use discretion regarding personal and confidential matters
• Ability to communicate and interact well with people of all ages and diverse backgrounds and to maintain a positive and collaborative work environment

Preferred Qualifications:

• Working knowledge of accounting systems and administrative policies and procedures
• Knowledgeable of University policies and procedures to be able to direct and enforce these policies
• Prior experience or working knowledge of Human Resource processes
• Experience working with PeopleSoft

Applicant Materials Required:

• Resume
• Cover Letter
• List of 3 professional references with contact information

Benefits:

NDSU offers a comprehensive benefits package with includes single or family health insurance coverage with premiums paid for by the university - with an effective date for new employees the first of the month following date of hire. Other benefits include, wellness benefits, basic life insurance, retirement plan, tuition waiver, annual leave, EAP, sick leave and holiday pay. Optional benefits include supplemental life, dental, vision, long-term care insurance, flexible spending account, and supplemental retirement plans.