Athletic Department Assistant
Job Title: Athletic Department Assistant
Classification: C4
Department: Athletics
Updated: July 2026
Job Summary
Provides comprehensive administrative and operational support for the Athletics department by coordinating financial, human resources, travel, event, and business operations. Performs a broad range of administrative functions requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities while ensuring compliance with university policies and procedures. 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 logistics, including reserving charter buses, recruiting vehicles, and leased vans; obtain and distribute team travel itineraries and rosters.
- Compile conference and non-conference schedules and game contracts by gathering information from coaches for all athletic programs; maintain schedules on the campus calendar.
- Administer departmental vehicle leases by maintaining the master lease inventory, processing requisitions, renewing registrations, and coordinating maintenance needs.
- Process financial transactions in Workday, including creating requisitions, approving invoices, reviewing and reconciling expense reports, and recording departmental deposits.
- Process game guarantees and NCAA travel reimbursements.
- Request, monitor, and reconcile spend authorizations for team travel and recruiting activities.
- Provide financial administrative support for Athletic Marketing by invoicing sponsorships and tracking payments.
- Provide administrative support for Athletic Training by processing payments for medical expenses not covered by secondary insurance.
- Coordinate hiring and payroll processes for coaches' camp and clinic employees and student workers, including initiating background checks and submitting employment and payment documentation.
- Coordinate departmental credit card terminal needs and ensure deposits are accurately recorded in Workday.
- Coordinate and support departmental special events, including the Football Cash Draw, Football Banquet, football recruiting events, and other assigned programs.
- Serve as the primary coordinator for departmental raffle logistics, ensuring compliance with university and applicable regulatory requirements.
- Hire, train, schedule, and supervise front office student employees; coordinate front office coverage with student staff and administrative support personnel to ensure consistent office operations.
- Perform other duties as assigned.
Non-Essential Functions
Not applicable
Required Qualifications
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- 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 Workday software or similar.
- Experience with Teamworks software or similar.
- Experience with OnBase, Banner, and/or other project organizational software.
Supervision Received
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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
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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
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- 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.