Assistant Director for Administration/Special Assistant To The AD

Summary

Position Title

Assistant Director for Administration/Special Assistant To The AD

Department

Athletics

Position Reports to (Position Title)

Duel reporting to Associate AD for Administration/Athletic Director

Effective Date

May 1, 2023

Status

Full Time/Exempt

Job Summary

Under the primary direction of the Associate Athletic Director for Administration/ Chief of Staff, the Assistant Director for Administration/Special Assistant to the AD is responsible for overseeing the annual human resource process of the Athletic Department. The position serves as the athletic department liaison to the Office of People and Culture and will oversee and execute a number of operational tasks such as: managing the hiring and exit process of employees; maintaining the monthly calendar of the Athletic Director; leading strategic Athletic Department projects; oversight of the Graduate Assistant program, oversight of the athletic portion of the university Aramark contract; and assisting external event scheduling and execution. Assisting the Athletic Director in any other capacity may be required.

 

Supervisory Responsibilities

• Graduate Assistant Program

Duties/Responsibilities

• Manage all assigned projects and events, making sure all requirements are planned appropriately. Ensure projects are executed as planned, keeping the Athletic Director advised of any obstacles or changes. Provide accurate updates as required.
• Assist with the new employee recruiting, selection, and hiring.
• Assist the Athletic Director in other activities as may be required.
• Manage the monthly calendar of the Athletic Director
• Serves as Liaison to Office of People and Culture (HR) and works closely with the designated Human Resource Specialist
• Manage the overall Graduate Assistant (GA) Program for the University Athletic Department. Assist staff members and coaches in identifying and recruiting potential GAs and ensuring that they remain within budget.
• Direct supervision and responsibility for any GAs assigned to assist with day-to-day administrative activities of the department.
• Initiate the Athletic Department portion of the University Aramark Contract
  • Winter/Spring Break Meals (Sports)
  • Meal Plan Execution (GA’s)
• Staff meeting and event organization in conjunction with the senior staff and AD

Required Skills/Abilities

• Excellent written and verbal communication skills.
• Ability to work cross-functionally and influence a variety of stakeholders.
• Develop effective working relationships with coaches and other members of the Athletic Department and throughout the University.
• Effective time management skills and the ability to balance multiple priorities simultaneously.
• Proficient with personal computers, including the entire suite of Microsoft Office Applications and others as required.
• Ability to lead, manage, coach, and mentor people assigned to administrative functions within the department.

Preferred Qualifications:

• Must be highly motivated, detail oriented, with strong organizational and interpersonal skills. Experience with computer software applications preferred.
• Highly passionate about professional development and leadership

Education, Certificates, Licenses, & Experience

1. Bachelor’s Degree required. Business Administration or Sports Management is highly desirable. Advanced Degree is preferred.
2. An understanding of NCAA rules and regulations is required.
3. Thorough knowledge of University policies and procedures is desirable.
4. Previous supervisory experience is preferred.

Minimum Work Experience:

• 1-2 years of Administrative experience in athletic department or related area
• Demonstrated ability to work with others
• Ability to successfully balance and manage multiple tasks in an active, fast-paced environment
• Excellent oral, written, and computer skills

Physical Requirements

Work Conditions:

• Work is conducted primarily in an office environment, however attendance at athletic and other University events is required. 

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants are asked to submit a copy of their resume, cover letter, list of references, along with a completed JU Application to Katelyn Fischer at kfische5@ju.edu.