Assistant to the Athletics Director
Western Kentucky University Department of Athletics
Assistant to the Athletics Director
The Department of Athletics at Western Kentucky University (WKU) seeks applicants for the position of Assistant to the Athletics Director. This position performs duties administrative in nature, as well as management, coordination, research, and a variety of other duties to assist and augment the job of the Athletics Director. The Assistant to the Athletics Director must exercise good judgment in decision making, take initiative, and possess excellent oral and written communication skills. Many tasks will be performed independently.
Primary Duties and Responsibilities:
The following duties are customary for this position, but are not to be construed as all-inclusive. Duties may be added, deleted, and assigned based on management discretion and institutional needs.
• Serves as Office Manager and provides clerical support and coordination for the Athletics Director
• Manages and coordinates the day-to-day operations of the Athletics Department, including responding to requests from various units across campus, students, alumni, donors, and season ticket holders and provides expert customer care as a representative of the Athletic Director’s office
• Assists Athletics Academic Advising and NCAA Compliance areas in day-to-day operations and activities. Serves as a liaison for the Director of Athletics and Athletic Department with the NCAA and has an understanding of NCAA related departmental matters
• Completes special projects and research as directed by the Athletics Director
• Prepares and maintains appointment calendar, schedules appointments, and arranges meetings and all related materials for the Athletics Director
• Gathers and compiles information for reports and presentations, prepares data and official reports
• Anticipates needs, initiates action, and provides information to the Athletics Director on a regular basis
• Maintains staff personnel related records and submits to Human Resources (HR) and Payroll as necessary
• Maintains and develops records management systems including confidential student records, compliance materials, and other general correspondence
• Arranges travel for the Athletics Director and other members of the Athletics administrative staff
• Reviews and prepares search materials for positions within all units of Athletics and coordinates the new hire process. Assists with search and hiring procedures, working closely with HR and the Equal Employment Opportunity (EEO) office, scheduling meetings and interviews, arranging candidates travel, preparing new hire paperwork, and scheduling orientations
• Monitors the office budget, orders supplies, completes requisitions, confirms purchase orders, and processing reimbursements
• Bachelor’s degree in Sports Administration, Business, or a related field
• Five years of experience in collegiate athletics
• Skilled in common Word processing and spreadsheet software applications and data base/information systems
Knowledge and Skills Considered Essential for Success
• Demonstrate a high level of professionalism, organizational ability, and confidentiality
• Must be knowledgeable of general practices and regulations applicable to collegiate athletics
• Must be resourceful and able to establish trusting, positive, and service-oriented relationships with internal and external customers
• Use flexibility and strong attention to detail while managing and tracking multiple projects
• Exercise initiative, independent judgment, problem-solving and decision making in response to multiple demands and circumstances
• Establish a trustworthy alliance with the Athletics Director; provide executive level administrative support and feedback to the Athletics Director and senior staff in situations that often include highly sensitive and/or confidential information
• Develop and maintain a broad understanding of the Athletics Director’s area of responsibility, including, but not limited to, knowledge of NCAA, Conference, and University policy and procedures
• Requires sitting and utilizing a computer for extended periods of time
• May require occasional work activities on evenings and weekends
• Ability to be pro-active and look beyond problems and current practices to develop solutions to maximize the effectiveness of the department
• Ability to prioritize and handle multiple work assignments while meeting deadlines
• Excellent customer service skills
• Effective communication ability, both oral and written, to deal effectively with employees, management, and outside contacts
Applications for employment will be accepted electronically only. Interested candidates must submit a cover letter, current resume, and names, addresses and daytime phone numbers of three professional references using the online application process. Please refer to the following website to apply: http://asaweb.wku.edu/wkujobs. For further assistance call (270) 745-5934. Please reference requisition number S3910. For full consideration, submit application materials on or before February 17, 2014. Position will remain open until filled.
Kentucky state law requires all public institutions of postsecondary education to conduct pre-employment criminal background checks to determine suitability for employment.
Western Kentucky University does not discriminate on the basis of race, color, national origin, sex, sexual orientation, disability, age, religion, veteran status, or marital status in admission to career and technical education programs and/or activities, or employment practices in accordance with Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Revised 1992, and the Americans with Disabilities Act of 1990.
Persons with disabilities, who need reasonable accommodations to participate in the application and/or selection process, should notify The Office of Equal Opportunity/Affirmative Action/University ADA Services at (270) 745- 5121, a minimum of five working days in advance.