Administrative Assistant Athletics

Description Summary

Provide administrative support for the Athletic Director, Assistant Athletic Director, coaches, athletic staff, and other college personnel. Serve as a primary point of contact for the Athletics Office, assist with student-athlete records and eligibility processes, support athletic scheduling and communication, record minutes for coaches’ meetings and other meetings as needed, and handle confidential administrative matters with professionalism and discretion.

Examples of Duties

Constant — 67–100%

• Serve as receptionist and information desk for the Athletics Office; greet visitors, answer questions, and direct students, staff, parents, officials, and community members appropriately.
• Answer incoming calls and respond to routine inquiries for the Athletics Office.
• Prepare correspondence, letters, memos, reports, rosters, schedules, and other materials as requested.
• Handle confidential administrative matters related to student-athletes, personnel, schedules, and departmental operations.
• Plan, schedule, and coordinate appointments and meetings for the Athletic Director, Assistant Athletic Director, coaches, and athletic staff.
• Maintain regular communication with coaches and athletic staff regarding office procedures, deadlines, meetings, and required documentation.

• Assist with compiling, tracking, and maintaining materials related to student-athlete eligibility.
• Assist with preparation and coordination of athletics meetings, including agendas, materials, minutes, and follow-up communication.
• Maintain athletics correspondence, records, forms, files, and other departmental materials.
• Inform the Athletic Director of relevant activities, deadlines, concerns, and events across campus.
• Assist the Athletic Director and Assistant Athletic Director with facility scheduling and calendar coordination.
• Assist with team travel documentation, expense reporting, purchase requests, and related administrative processes.
• Verify time sheets and assist with payroll-related documentation as assigned.
• Respond to routine correspondence and assist with special projects and other related work.

• Compile coaches’ schedules at the beginning of fall and spring semesters and post or distribute as directed.
• Verify figures on travel reimbursements and related athletic expense documentation.
• Assist with scholarship award documentation for non-NJCAA sports, as assigned.
• Assist with reports required by the department, college, state, federal, or athletic governing bodies.
• Update email lists and contact information for athletic staff, coaches, and related groups.
• Order office supplies and assist with maintaining inventory for the Athletics Office.
• Assist with special events, athletic department meetings, trainings, and campus activities.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's degree in Business, Office Administration, Sports Management, Education, or related field preferred.
• Minimum of one (1) year of administrative support experience required; experience in higher education, athletics, student services, or a related environment preferred.
• Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive student, personnel, and departmental information.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and competing priorities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Ability to learn and utilize college software systems, athletic management platforms, and eligibility tracking systems.
• Ability to work independently while maintaining effective working relationships with coaches, student-athletes, faculty, staff, and community members.
• Strong customer service skills and a professional, positive demeanor.
• Ability to accurately prepare reports, maintain records, and complete detailed administrative tasks.
• Must be reliable, self-motivated, and capable of adapting to changing priorities in a fast-paced environment.