Senior Secretary, Athletics

Title: Senior Secretary, Athletics

Employee Classification: CS - Clerical/Secretarial

Pay Grade: CS 05

Division: VP Dir Intercollegiate Athletics

Department: PIA - Intercollegiate Athletics

Campus Location: Main Campus

General Summary

Provide secretarial, clerical, and administrative assistance within an administrative office to the Athletics Department. Facilitate workflow of office operations to ensure effective and timely completion of tasks and procedures in compliance with university and broader governing policies. Requires independent knowledge of the policies and procedures of a major operating unit.

Principal Duties and Responsibilities

• Serve as a point of contact to answer inquiries from students, administrators, staff, and the university community. Refer phone calls, emails, and visitors to appropriate department and campus resources for resolution.
  
• Monitor department expenditures, purchase & inventory supplies, prepare invoices, monitor student and staff payroll, and maintain department records, such as the completion of CARA logs in ARMS and with managing the football team’s Teamworks database and information.
  
• Arrange travel accommodations for administrators, staff, guest speakers, employee search candidates, coaches on the road recruiting, recruit official visits to campus, and candidate interview visits to campus.
  
• Assist staff with the compilation and submission of expense and reimbursement reports using the necessary software.
  
• Assist with onboarding activities such as coordination of paperwork, orientation, and training for new hires in area of assignment.
  
• Coordinate meetings and schedule conferences if applicable in the area of assignment. Organize necessary facilities, vendor, and services for meetings and conferences.
  
• Assist with planning and execution of football events for current student-athletes, prospective student-athletes and alumni. Coordinate yearly American Football Coaches Association (AFCA) memberships for staff, organize continuing education opportunities for staff, and plan all logistics for yearly conventions for staff.
  
• Type, proof, format, and file various correspondence, forms, and reports. Including but not limited to: budget reports, expense and reimbursement reports, department records, travel requests, purchase orders, etc.
  
• Operate, troubleshoot, and maintain office equipment.
  
• Perform related departmental duties as required.

Minimum Qualifications:

High School diploma required.
Three years of secretarial, administrative, and clerical experience is required.
Ability to read, write, interpret instructions, and perform basic arithmetic and accounting.
Ability to organize, plan, and problem-solve various items across areas of assignment.
Proficient in Microsoft Office Suite and Google Workspace.
Capacity to navigate software and adapt to changes, along with a basic understanding of data protection and threat prevention is necessary.
Ability to maintain confidentiality and discretion is required.

Preferred Qualifications:

Completion of an Associate’s or Bachelor’s degree in business, psychology, or accounting is preferred.
Experience working in a higher education environment with faculty and students is preferred.

Appointment Percentage:

100%