Administrative Assistant to Vice President & Director of Athletics

Carson-Newman University is a Christian, liberal arts-based University built upon the Lordship of Jesus Christ as evidenced historically and revealed in the Scriptures.

Our mission as Christian educators is to help our students reach their full potential as educated citizens and worldwide servant leaders. 

Job Title:      Administrative Assistant to Vice President & Director of Athletics  

Department:   Athletics      

Reports To:   Matthew Pope, Vice President & Director of Athletics

Location:   On-site

FLSA Status: Non-Exempt

Annual duration: 12-month

Expected hours per week: Full-time ,   including some nights and weekend work.

Carson-Newman University is a Christian, liberal arts-based University built upon the Lordship of Jesus Christ as evidenced historically and revealed in the Scriptures.

Our mission as Christian educators is to help our students reach their full potential as educated citizens and worldwide servant leaders. 

Job Title:      Administrative Assistant to Vice President & Director of Athletics  

Department:   Athletics      

Reports To:   Matthew Pope, Vice President & Director of Athletics

Location:   On-site

FLSA Status: Non-Exempt

Annual duration: 12-month

Expected hours per week: Full-time ,   including some nights and weekend work.

Supervisory Responsibilities:  Supervision of work-study students and graduate assistants as assigned.

Summary Description:  The Administrative Assistant reports to the Vice President & Director of Athletics and provides administrative support to the athletics department  

Essential Functions:

• As an intentionally Christian academic community hiring Christian educators, all employees will be expected to advance the mission, vision, and identity of Carson-Newman University as defined in university policy and expressed in our strategic plan and are expected to work as cooperative and collegial members of the University.
• The University expects all employees to conduct themselves in a manner that is appropriate for a Christian institution and to be worthy examples in moral conduct and behavior for the students of the University and fellow employees both on and off campus.
• Regular attendance during scheduled work hours reflects a commitment to our shared mission and the campus community.
• All work must be performed in alignment with the terms of the signed contract, if applicable.

• As Christian educators, all employees of the University should regularly attend and actively participate in a local church.

• Adhere to the highest standards of integrity and work in compliance with all University, NCAA, South Atlantic Conference rules and regulations

• Oversee calendaring: (1) scheduling appointments, meetings…for VP (2) Holt Fieldhouse & other facilities for maintenance, special events, games, practices, camps, and clinics in coordination with head and assistant coaches.

• Preparing correspondence, administrative memoranda, meeting minutes & reports as requested.

• Assist the VP with NCAA, Conference or Institutional reporting/ document preparation as needed including Executive summaries for Board of Trustees

• Make travel arrangements for VP as requested.

• Screening of incoming telephone calls, handling voicemail and distribution of office mail.

• Efficient filing of purchase orders, check requests and other recordkeeping (game contracts…).

• Maintain a spreadsheet for BSN orders and make sure all invoices are paid

• Informer program point of contact for checking account balances for coaches and VP.

• Handle all travel reconciliation for away tournament play for all sports via NCAA travel expense site. Work with treasurer for disbursement of NCAA funds to sport specific accounts. (Account transfers.)

• Collaborate with appropriate staff to assist in the oversight of SAC and NCAA tournament hosting and compilation of SAC or NCAA reports, etc.

• Eagle-Net announcements of games for coaches regarding students missing class, etc.

• Maintain paperwork for All-American photos and make sure all involved are paid. Deliver and pick-up photos after framing.

• Assign Compliance GA to work Showcase Saturdays each semester

• Frosty Awards- order awards, reserve venue, see file copy for duties

• General office support and other related duties as assigned by the VP

This description is designed to describe the general nature of the job and is not intended to be an exhaustive list of all responsibilities, skills and duties. Other duties and responsibilities may be assigned and included in assessments and reviews.

Education:  High School diploma required. Bachelor’s degree preferred.

Experience:   Minimum of 2 years of experience in a higher education setting may substitute for some of the above education requirements. 3-5 years of experience in sports marketing and event management, preferably at a NCAA institution or professional sports organization is preferred.

Required Skills:   All employees are required to be a professing, Christian; with evidence of an active role in a local church and one who can advance our university’s Christian mission. Excellent written and oral communication and phone etiquette. Superior organizational skills. Proficient in the use of appropriate technology (Microsoft Office including Word, Outlook, and Excel, etc.) Punctuality, organization, positive customer service, high level standard of performance and achievement, self-motivated, and self-controlled.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at a time. Must be able to access and navigate campus facilities.

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