Administrative Specialist II - Intercollegiate Athletics
Job ID 2018-5523
Posted Date 2018-11-05
Category Professional Staff
Department Intercollegiate Athletics
Hours Per Week 40
Weeks Per Year 52
The Athletic Department at the University of Central Oklahoma currently supports over 400 student athletes in 14 sports including Football, Men's & Women's Basketball, Men's & Women's Golf, Baseball, Softball, Wrestling, Women's Track & Field and Cross Country, Women's Tennis, Women's Soccer, Women's Rowing and Women's Volleyball.
Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates of projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings.
Department Specific Essential Job Functions
Serves as the assistant to the Director of Athletics (AD), which consists of coordination of the AD's daily calendar and scheduling; opening, scanning, and tagging for response of all incoming correspondence; and greeting and screening visitors and phone calls to the AD.
Serves as liaison between the AD and the University and external constituencies.
Acts as a resource by forwarding calls and correspondence to appropriate person(s) or offices.
Manages the daily operations of the office.
Keeps abreast of University policies and procedures and interprets for individual department within the department.
Coordinates the planning and development of special projects and /or events.
Works with Assistant AD/Finance for processing of AD expenditures.
Prepares special or confidential reports.
Performs data analysis as appropriate for office.
Works with division directors/chairpersons as assigned by the AD to resolve complaints, problems, and services delivery initiatives and requirements.
Coordinates and files claims for all travel, lodging and registrations for the AD.
Coordinates collection and preparation of reports as requested by the AD.
Coordinates meetings as needed. Attends meetings to take notes to be transcribed into documents.
Assists with Stampede Club membership building activities and development activities as needed.
Assists other members of the Athletic Administrative Staff with projects as needed.
May work after-hours events, including, but not limited to, Football, Athletic Academic Awards Banquet and Athletic Hall of Fame.
Coordinates and facilitates the production of departmental correspondence and publicity as needed. Performs other related duties as assigned.
Performs other related duties as assigned and works as a cooperative/supportive team member in the UCO Athletic Department.
Requires a bachelor's degree in field plus 3 years of relevant admin experience, or if no degree, 7+ years of equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.
Bachelor's degree . Experience in an executive level office. Experience handling confidential paperwork . To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge, skills, and abilities.
Knowledge of office procedures and practices. Excellent computer skills in the use of relevant software applications (word processing, spreadsheets , database management) . Exercises appropriate discretion, initiative and independent judgment. Excellent telephone etiquette, communication , interpersonal and public relations skills . Ability to work well with others. Ability to operate office equipment. Ability to multi-task, meet deadlines, deal effectively with confidential or sensitive information and deal with individuals of diverse backgrounds, interests and education. Requires in-depth knowledge of university policies and procedures, departments and colleges . Must be service-oriented and a team builder and player . Ability to work well under pressure . Detail oriented with strong organizational skills with the ability to interact with all levels . Excellent proofing and editing skills .
Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.