Administrative Associate, Football

Employer
Jacksonville State University
Location
Jacksonville (Main Campus)

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Job Details

Job no: 495487
Work type: Full Time
Location: Jacksonville (Main Campus)
Categories: Staff

Department:

Athletic

Requested Start Date:

April 11, 2022

Normal Work Schedule:

8:00 am – 4:30 pm, Monday-Friday

Job Summary:

The Administrative Associate for Football is responsible for all administrative and receptionist functions, and works collaboratively with the Administration, Coaches, and staff within the Athletic Department by supporting the services and programs provided. This position generates a variety of contracts; manages student workers; schedules appointments and meetings; and assists in the ticket office when needed and provides support in maintaining finance and accounting transactions relative to the Football’s annual budget.

Employment in this position is contingent upon compliance with the rules and regulations of the University, the NCAA and Conference affiliation.

Essential Functions:

  • Provides general administrative support to the Head Football Coach and Assistant Coaches.
  • Serves as office receptionist; receives, screens, and routes visitors and telephone calls to appropriate personnel.
  • Responds to routine inquiries and disseminates information about the services offered by athletic departments.
  • Schedules both internal and external appointments of the Head Football Coach and Assistant Coaches.
  • Provides administrative support to the office, assuming a variety of administrative detail, such as coordinating meetings, preparing meeting agendas, composing routine correspondence, maintaining supervisor’s calendar, preparing travel requisitions, and equipment service requests or work orders.
  • May be required to take technical, confidential, and relatively fast dictation such as verbatim notes at meetings or conferences and transcribe notes.
  • Prepares travel arrangements for the Head Football Coach and Assistant Coaches and initiates travel reimbursements as outline in university procedures.
  • Processes requests for keys, meals, petty cash, and checks.
  • Assumes responsibility for maintaining maintenance of equipment and associated contracts, inventory of office supplies, materials, including letterhead and envelopes, business cards, brochures.
  • Assists with the compilation and coordination of data for reports utilizing some degree of research and statistical ability; prepares data in narrative form subject to review by supervisor.
  • Responds to routine inquiries by phone, in person, and/or by email, or refers to appropriate personnel. Disseminates information about the Football program and events.
  • Oversees the work of assigned student employees. Ensures timesheets are accurately completed and submitted in a timely manner.
  • Assists in ticket office when ticket office manager is at lunch, during special events, and as needed.
  • Receives, sorts according to content, and distributes mail, making final decision as to which letters can be answered independently.
  • Sets up departmental display at orientation or other events as required. Serves as Ambassador who gives information and answers questions of prospective students, parents, and visitors.
  • Assists with facilitating budget and financial transactions such as: preparing and issuing invoices for goods/services, pays invoices, deposit funds, creates purchase orders, transfers funds via internal transaction vouchers when instructed.
  • Processes and maintains office records, reports, and materials as needed.
  • Creates and/or completes game contracts, professional services contracts, and student worker contracts. Submits for processing.
  • Facilitates communications to staff, donors, and others via letter or email.
  • Monitors budgets and alerts appropriate manager to any related issues within the department.
  • Adheres to the established policies and guidelines set forth by the Athletic Department, University, Conference, and the National Collegiate Athletic Association (NCAA).
  • Other related duties as assigned.

Required Minimum Qualifications:

  • High School Diploma or equivalent
  • Three years full-time equivalent experience administrative support

Required Documents:

  1. Cover Letter
  2. Resume

Clery Notice: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, https://clerycenter.org/policy-resources/the-clery-act/ the Jacksonville State University Police provide information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three calendar years. The JSU Annual Campus Security and Fire Report is available online at: http://jsu.edu/police/docs/CleryAnnualReport.pdf

Equal Employment Opportunity: JSU is an Equal Employment, Equal Opportunity, and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, genetic information, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Advertised: Mar 15 2022 Central Daylight Time
Applications close:

Organization

Founded in 1883, Jacksonville State University is a learning-centered university in Jacksonville, Alabama, whose mission is to provide distinctive educational, cultural, and social experiences for a diverse student population.

Located in the Appalachian foothills of northeast Alabama, approximately midway between Birmingham and Atlanta, JSU is home to more than 9,500 students representing 44 countries. As a learning-centered university, it strives to challenge students academically in a responsive environment, meeting their educational, career and personal goals. As an academic institution, it seeks to produce broadly educated graduates prepared for global engagement. As a public, comprehensive university, it promotes excellence in scholarly and service activities consistent with its academic and professional strengths. For a complete list of Goals, Core Values and Strategies to fulfill this Mission, go to http://www.jsu.edu/president/strategic_planning.html

Academically JSU offers 95 academic programs and concentrations, including bachelor's, master's, post-baccalaureate, doctoral and advanced certificate programs in a variety of disciplines that prepare graduates for meaningful careers and ongoing education.  More than 40 online programs are offered.  The University features seven colleges on its 459-acre campus - Arts and Humanities; Business and Industry; Education and Professional Studies; Health Professions and Wellness; Social and Behavioral Sciences; Science and Mathematics; and Library. Most academic programs have discipline-specific accreditations, a reflection of their quality and JSU’s commitment to excellence.

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