Athletic Department Assistant

Job description

Athletic Department Assistant Job no: 495501
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Athletic Programs
Salary: Salary commensurate with experience and grade/range
Applications Open: Dec 11 2018
Applications Close:

General Summary of Position:

The Athletic Department Assistant reports directly to the Assistant to the Deputy Director of Athletics. This position supports and assists the Athletic Department central administration staff, Coaches and Assistant Coaches in all daily activities, tasks and projects.


Provides assistance and support to the central administration and coaching staff of the Athletic department:

  • Drafts correspondence and memos, utilizes work processing and graphics software to format and generate various materials including correspondence, memos, reports, charts, minutes of meetings, slides and presentation requiring a high standard of quality
  • Assembles and analyzes time-sensitive, and at times confidential, information for purposes of preparing various reports, agendas, statistical and historical data
  • Enters updates/revisions to the Athletic Department Policy Manual
  • Orders and maintains department supplies and fulfills supply requests including special order items
  • Answers questions and provides assistance relating to office operations and established policies and procedures. Interacts with vendors/university departments providing and obtaining information
  • Prioritizes and manages multiple projects of a complex nature simultaneously
  • Tracks and follows up on organizational action items; ensures timely follow through; manages deadlines effectively

Provides office support to the Athletics Department:

  • Serves as receptionist and greets visitors to the office evaluating their needs and directing them appropriately
  • Answers department phone lines, evaluates callers’ needs and transfers call appropriately
  • Screens and distributes department mail
  • Builds effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed
  • Ensures optimum service to all internal and external partners in response to all requests for service and information

Provides administrative support and assistance to department administrative staff and coaching staff :

  • Assists in the planning and coordination of department meetings and gatherings including facilitating arrangements for room reservations, audio/visual needs and other special accommodations such as catering
  • Creates presentations, documents and reports for internal and external meetings and conferences
  • Assists with technology operations and relevant IT needs
  • Manages travel needs for administrative staff as needed

Provides other general support:

  • Oversees office equipment to ensure the equipment is working properly and is properly maintained
  • As required, takes minutes of various departmental meetings

Promote the University’s commitment to customer service by:

  • Building effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed
  • Ensuring optimum service to all internal and external partners in response to all requests for service and information
  • Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles

Promote the University’s commitment to customer service by:

  • Performs other job duties as assigned


  • Position involves working with confidential and time sensitive data
  • Occasional travel between campuses and for off-site meetings
  • Nature of position will require occasional work on evenings and weekends

Minimum Qualifications (Required):

  • HS Diploma or GED/equivalent; Bachelors preferred
  • 1-2 years administrative experience preferably working in a collegiate Athletic Department office
  • Familiarity with NCAA and America East rules and regulations and a commitment to adhere to these policies as they pertain to the duties and responsibilities of the job
  • Familiarity with ARMS Software system
  • Demonstrated competency in Microsoft Office including Excel, Word, Access and PowerPoint
  • Ability to work in a fast-paced dynamic office environment
  • Ability to work cooperatively with departmental and university staff, as well as internal and external constituencies
  • Ability to understand and follow complex oral and written instructions
  • Strong organizational skills and meticulous attention to detail
  • Demonstrated written and verbal communication skills
  • Experience working effectively in diverse environments
  • Additional Considerations:

  • Professional demeanor, with a positive disposition and problem solving capabilities
  • Ability to be flexible, take initiative, and handle multiple tasks
  • Special Instructions to Applicants:

    Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

    A job offer for this position is contingent upon a satisfactory response to a background and Criminal Offender Record Information (CORI) check and review.

    Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications are received.

    Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.

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    Posted: 1/6/2019
    Application Due: 1/29/2019
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