What are the responsibilities and job description for the Administrative Coordinator/Administrative Assistant position at Central State University?
The Administrative Coordinator/Administrative Assistant for the Department of Intercollegiate Athletics provides comprehensive administrative, operational, and logistical support to the Director of Athletics and the department’s leadership team. This role ensures efficient daily operations across 13 varsity sports, cheer, and auxiliary athletic units. Responsibilities include managing departmental scheduling, communication, purchasing, travel planning, financial processing, and coordinating essential operational functions to support student-athletes, coaches, and staff.
This position requires a high level of professionalism, confidentiality, organization, and the ability to thrive in a dynamic, fast-paced environment. Athletics often operates outside traditional university hours: including nights, weekends, and travel periods, and this role must be available to support those needs as required. The Administrative Coordinator/Administrative Assistant must also be able to drive a university vehicle in support of departmental operations.
JOB DUTIES & RESPONSIBILITIES
Administrative & Operational Support
- Provide direct administrative support to the Director of Athletics and departmental leadership.
- Manage calendars, schedule meetings, coordinate travel, and maintain office workflow.
- Serve as the department’s primary point of contact for internal and external communications.
- Prepare reports, presentations, agendas, and correspondence as needed.
- Assist with game-day administrative needs and special event preparation (Homecoming, Classics, banquets, senior days).
Financial & Budget Operations
- Assist with managing departmental and sport-specific budgets.
- Initiate and track requisitions, purchase orders, invoice processing, and credit card reconciliation in compliance with CSU purchasing policies.
- Assist in coordination of some athletic travel logistics, including travel authorizations, hotel reservations, transportation requests, and post-travel reconciliation.
- Serve as departmental liaison to Accounts Payable, Purchasing, and the Budget Office.
Student, Staff, and Visitor Assistance
- Provide front-office coverage and customer service to student-athletes, coaches, families, vendors, and visitors.
- Coordinate student workers and graduate assistants assigned to the athletics office.
- Manage office supplies, facility access requests, and staff operational needs.
Special Projects
- Coordinate department-wide projects as assigned by the Director of Athletics.
- Support planning and execution of athletic events, meetings, and engagement initiatives.
- Assist with data collection for reports and external audits.
KNOWLEDGE, SKILLS, AND ABILITIES
- Strong customer service and interpersonal communication skills.
- Proficiency with MS Office Suite and ability to learn university systems (Banner, purchasing systems, travel software, etc.).
- Ability to multitask, prioritize, and manage workflow independently.
- Ability to maintain confidentiality and work with sensitive information.
- Strong organizational, written, and verbal communication skills.
- Ability to adapt to fast-paced environments with occasional tight deadlines.
- Willingness to work evenings, weekends, and nontraditional athletic event hours as needed.
- Valid driver’s license required; must be able to drive a university vehicle.
- Bachelor’s degree or equivalent professional experience.
- Two–three years of administrative or operational experience in a university, athletics, or fast-paced professional setting.
- Experience with purchasing, budgeting, and travel coordination preferred.
This role operates in an office and athletic facility setting with frequent interaction across campus units. Responsibilities may require extended hours, event support, and occasional travel.
Position Category Staff - Monthly (Exempt) , Staff - Bi-Weekly (Non Exempt) Budgeted Annual Salary Commensurate with experience