Job Title: Administrative Assistant
Classification: C5
Department: Athletics
Updated: July 2026

Job Summary

Provides high-level administrative and operational support to the Director of Intercollegiate Athletics and senior leadership team. Coordinates executive office operations, confidential communications, personnel processes, budget administration, special projects, and strategic initiatives while exercising independent judgment, discretion, and initiative in support of departmental goals. 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:

• Provide high-level administrative and operational support to the Director of Intercollegiate Athletics, exercising independent judgment in managing priorities, workflow, and daily office operations.
• Manage the Director of Athletics' calendar, appointments, meetings, travel arrangements, correspondence, and communications; screen phone calls, respond to routine inquiries, maintain confidential files, process incoming mail, and coordinate office supply needs.
• Serve as the primary point of contact and ambassador for the Director of Athletics by welcoming visitors, responding to inquiries, and facilitating communication with internal and external stakeholders.
• Coordinate administrative aspects of the employee hiring process, including working with Human Resources to facilitate recruitment, appointment letters, employment contracts, onboarding, and new employee orientation.
• Coordinate hiring and payroll processes for coaches' camp and clinic employees and student workers, including initiating background checks and submitting employment and payment documentation.
• Act independently as a liaison with university departments, coaches, campus partners, external organizations, and community stakeholders by coordinating communications, preparing meeting materials, recording minutes, and supporting recruiting and other departmental initiatives.
• Perform highly confidential administrative work on behalf of the Director of Athletics, exercising discretion in handling sensitive personnel, financial, and operational information.
• Coordinate departmental projects and strategic initiatives assigned by the Director of Athletics, including planning activities, gathering and analyzing data, preparing reports, developing recommendations, and monitoring project progress through completion.
• Coordinate departmental meetings, special events, and official functions, including activities that require evening and weekend participation.
• Process financial transactions in Workday, including creating requisitions, approving invoices, reviewing and reconciling expense reports, and recording departmental deposits.
• Maintain and reconcile complex budget records by monitoring expenditures, tracking activity, preparing budget status reports, reconciling financial transactions, and supporting departmental fiscal management.
• Compile, organize, and prepare data, reports, presentations, proposals, and other materials to support departmental planning, decision-making, and communications.
• Prepare and process university forms and administrative documentation in accordance with institutional policies and procedures.
• Assist with hiring and train assigned student employees.
• Perform other duties as assigned.

Non-Essential Functions:

Not applicable.

Required Qualifications:

(This section is locked for editing because the required qualifications are standardized. If you have any questions, please contact Human Resources.)

• High school graduate or equivalent.
• Minimum of five 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 in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

(Although these are not required, the qualifications listed here would be skill and/or abilities that you would like the applicant to possess. For example: some college work, higher education experience, or supervisory experience.)

• Bachelor’s degree.
• Higher education or large organization work experience.
• Supervisory experience.
• Experience with Workday software or similar.
• Experience with Teamworks software or similar.
• Experience with OnBase, Banner, and/or other project organizational software.

Supervision Received:

(This section is locked for editing. If you have any questions, please contact Human Resources.)

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:

(This section is locked for editing. If you have any questions, please contact Human Resources.)

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:

(This section is locked for editing. If you have any questions, please contact Human Resources.)

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.

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