Administrative Assistant

Mar 29, 2017
Institution Type
Four-Year Institution

Administrative Assistant

Stevenson University

The Administrative Assistant will provide administrative support for the Athletic Director and the Athletics department in all areas of operating the department, including routine tasks related to creating documents, presentations, and templates using Microsoft Office Suite, departmental invoices, file maintenance, office management, telephone, correspondence, scheduling meetings and staff coverage, proofreading support and special projects. Serves as the first point of contact and liaison with internal and external constituencies. Assists aspects of student employment for the reception desk such as scheduling and supervision.

Department: Athletics: Administrative

Bachelor’s degree plus two years related experience with progressively more responsible duties, in addition experience in working within a fast-paced environment with excellent customer service as well as training and supervising students or an equivalent combination of education and experience. Additional experience working within a business environment is preferred.

Excellent interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community. Proficient using MS Office Suite - specifically MS Outlook Calendar, Word, Excel, Visio, PowerPoint, web navigation, and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier etc. Learn and use additional technical software including Ellucian and comprehensive recruiting software for students and employers, such as Handshake. Working knowledge of handling spreadsheet budgets and department invoices with accuracy, and to insure timely payment of bills. Create and maintain a system to organize revenue and expenses. Proficient in creating professional documents, utilizing graphs and illustrations within spreadsheets, documents or presentations. Excellent written and oral communication skills; to include accuracy in proofreading, composing correspondence, editing and typing. Self-starter with unquestionable integrity and a strong sense of professional ethics. Ability to maintain composure, effectiveness and focus when facing difficult challenges. Ability to manage multiple tasks and is highly adaptable to rapidly changing priorities. Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information. Ability to research and resolve office management problems and questions. Excellent organizational and time management skills with ability to self-prioritize workload. Knowledge of office management practices. Ability to work evenings and weekends as needed. Ability to travel between campuses.

Physical Requirements:
Light work: exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sedentary work. Keyboarding, talking, hearing, repetitive motions. Close visual acuity. Not substantially exposed to adverse environmental conditions. Position requires sitting for long periods doing computer work and covering telephone calls. Minimal lifting of incoming print materials

Essential Functions:
Coordinate administrative functions of the Athletics Department, serving as the first point of contact and liaison with internal and external constituencies including students and parents. Coordinate meetings as requested. Ensure meeting materials are prepared and present, room set-ups are complete, catering, parking etc. are arranged. Prepare meeting materials for internal and external stakeholders. Operate reception desk when student employees are not present. Answer phone and visitor inquiries, including scheduling/editing student and alumni appointments and notifying staff members when visitors have arrived. Assist in supervision of student receptionists. Provide tasks and projects to student employees and supervise the timely and accurate completion of all assignments. Schedule meetings for Director of Athletics with various staff members and working groups, scheduling via Microsoft Outlook calendar’s protocol. Assist in the management of the Director of Athletics’ telephone, calendar, and schedules and confirms appointments. Oversees schedule of department’s leased vehicles and monthly leased invoice reconciliation Coordinates departments rental car reservations Assist with hiring tasks for the department such as scheduling interviews with Search Committees, interviewee travel needs as requested. Coordinate the department’s invoices, and supply requests. Order supplies and place repair and maintenance requests, as needed. Distribute incoming mail and occasionally process/monitor outgoing mail. Responsible for creating, mailing, and maintaining team game contracts Assist in the creation of reports and publications. Proof materials produced by the department for grammatical, spelling and formatting accuracy. Receive phone and email messages and questions from administrators, faculty and staff, students as well as the public including alumni, parents, and employers. Respond to inquiries or refer them to the appropriate resource in a timely manner. Maintain a positive working relationship with the campus community; maintain confidentiality and handle sensitive information. Assist with department projects and events as requested. Provide administrative support for other members of the Athletics team. Assist with copying and distribution of internal memos and outgoing mailings. Prepare correspondence, minutes and confidential reports as requested.

Reports To: Assistant to the Athletic Director

Work Location: Owings Mills (10)

Position Category: Staff

Position Type: Full-Time (2080 hours, 500500)

Months/Year: 12

Hrs/Week: 40

FLSA: Non-Exempt

Close Date:

Open Until Filled: Yes

To be considered for this position please visit our web site and apply on line at the following link:

EOE/AA Employer of Minorities/Females/Veterans/Disability


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