Athletics | Administrative Assistant

• Leads scheduling and coordination for internal and external meetings, ensuring efficient use of resources and departmental alignment across calendars.
• Coordinates and supports department events, meetings, and fundraising activities; manages logistics, schedules, and communication to ensure seamless execution.
• Assists with game-day operations by coordinating personnel assignments, managing credentials, and ensuring operational readiness for each contest.
• Prepares, organizes, and distributes meeting agendas and materials; attends meetings to record and circulate accurate minutes and follow-up actions.
• Assists with the development, maintenance, and distribution of athletic schedules, including the preparation and upkeep of the department’s master calendar and key deadlines.
• Designs and prepares departmental communications, presentations, and reports for internal and external audiences, ensuring consistency with university standards.
• Maintains organized records and filing systems (both digital and physical) for departmental documents, correspondence, and reports in accordance with policies.
• Establishes and maintains files for each sport, ensuring accurate annual reporting and historical documentation.
• Coordinates the maintenance and functionality of office equipment and technology to support daily operations.
• Provides comprehensive administrative support to all athletics staff, including management of mail, correspondence, and phone communications.
• Oversees student workers and provides direction regarding office procedures, task priorities, and professional expectations.
• Maintains adequate inventory of office supplies and standard forms to support consistent operational readiness.
• Assists with basic research and data organization related to donors, alumni, and key departmental constituents to support fundraising and engagement initiatives.
• Assists in staff onboarding and departure logistics.
• Serves as a point of contact for interdepartmental communications and transactions.
• Performs other duties as assigned to support the mission and operational goals of the Athletic Department.

• Associate’s degree is required with a minimum of 4 years of administrative support experience
• Upholds and supports the Christian, Catholic, Benedictine mission of the University of Mary
• Supports the ongoing implementation of Ex Corde Ecclesiae, the apostolic constitution on Catholic colleges and universities.
• Builds a culture of ready and earnest hospitality in the Office of Intercollegiate Athletics and throughout the university, in accord with Saint Benedict’s admonition that all be received as Christ.

• Working knowledge of Microsoft Suite applications and data processing
• Ability to type at 50 words per minute
• Strong interpersonal and communication skills
• Ability to maintain confidentiality

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