Athletics Operations Coordinator

Job description

Category:: Administrative/Staff
Department:: Athletics
Locations:: Springfield, MA
Posted:: Feb 16, 2021
Closes:: Open Until Filled
Type:: Full-time Non-Exempt
Ref. No.:: 2784
Position ID:: 128320

About American International College:

American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 3200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.

Job Description:

  • Responsible for administrative support to the Director of Athletics and administrative team. Including, schedule and maintain calendars; plan travel arrangements; schedule and coordinate meetings; process time sheets; and reconcile credit card expense reports and attendance reports. On behalf of the Director of Athletics and other athletic administrators, drafts memos and letters.

  • Serve as clerical support for the athletic department. Including, maintain meeting minutes; coordinate meetings; and respond to inquiries. Maintain shared documents; coordinate and support software and trainings; ensure basic equipment, supply, purchasing, and logistical needs are met.

  • Arrange and organize transportation (i.e. buses, vans, rental cars, leased vehicles), meals on and off campus and lodging for teams and coaches. Establish travel itineraries for teams. Assist the Assistant Athletic Director for internal operations in preparation for home competitions (i.e. organize establish needs, signage, and communication for the visiting teams).

  • Answer and screen phone calls, responding to inquiries using professional phone etiquette and exhibiting high regard for confidentiality and discretion. Refer call, or take message for the appropriate person if more information is needed. Greet visitors, providing detailed information regarding services and procedures. serves as informational resource to staff and external constituents.

  • Coordinates and supports special events, projects, and initiatives, often working with appropriate department directors, various campus offices, student-athletes, alumni groups and other senior administrators on campus.

  • Other duties as assigned.


  • Required Degree(s): Associate's degree

  • Preferred Degree(s): Bachelor's Degree

  • Required Field of Expertise: 3+ years in a professional office setting

  • Preferred Field of Expertise: Experience in a professional office setting, preferably in higher education/athletics


  • The ability to work in a diverse environment

  • Proven organizational, editorial, interpersonal, and time management skills. Must be an effective writer and verbal communicator.

  • Knowledge of and proficiency with PC (including Outlook, Excel and PowerPoint), and ARMS or other relational database.

  • Ability to handle changing priorities and to respond to last-minute changes in calendar/schedule and make appropriate adjustments to work flow.

  • Excellent organizational skills and a high degree of accuracy of work, with excellent attention to detail and the ability to multi-task and set priorities.

Additional Information:

Work Schedule

This is a is a full-time, non-exempt level, benefit eligible position. Normal office hours are Monday through Friday, 8:30 am - 4:30 pm, with a one hour unpaid lunch. The hours are flexible to the needs of the department and will require occasional nights, weekends, or holidays.

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

  • Brief cover letter
  • Current resume
  • Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.




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Job No:
Posted: 2/17/2021
Application Due: 4/18/2021
Work Type: Full Time