Athletic Department Assistant
Job Title: Athletic Department Assistant
Classification: C4
Department: Athletics
Updated: June 2020
Job Summary
Performs a variety of administrative duties supporting all of the GVSU athletic teams. This requires exceptional organizational skills, multi-tasking abilities and attention to detail.
Although this is primarily a Monday-Friday, 8:00 a.m. to 5:00 p.m. position, it does require some nights and weekends.
Essential Functions
- Coordinate team travel; reserve charter buses, recruiting vehicles, and leased vans. Obtain/distribute travel itineraries and rosters from teams.
- Gather GLIAC and non-conference game information from coaches for all athletic programs, then compile schedules and game contracts. Load on Campus Calendar.
- Keep master list of all department auto leases, create requisitions, renew tabs.
- Create requisitions using Native Banner.
- Approve transportation and tournament invoices in OnBase.
- Process game guarantees.
- Audit travel and expense/Stored Value Debit Card reports/travel advances for coaches.
- Provide administrative support to the Athletic Marketing by invoicing for sponsorships and tracking payments.
- Coordinate various special events and functions, including Hall of Fame Dinner, Football Cash Draw, Football Banquet and football recruiting events.
- Complete other duties as assigned.
Non-Essential Functions
Not applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Higher education or large organization work experience.
- Supervisory experience.
- Experience with OnBase, Banner, and/or other project organizational software.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.