Football Administrative Assistant

EXPIRED

Job Details

Description

To be considered, applicants must supply a cover letter and resume.

Our goal is to begin reviewing appliants the week of June 25th.

Anticipated start date will be August 2024.

Position Summary:

The Football Administrative Assistant is responsible for professional administrative support to the coaching staff, General Manager, and Director of Football Operations. This position serves as a front-line ambassador, creating a welcoming environment by providing excellent customer service, greeting office visitors, processing various expense reports, scheduling special events and engagements, assisting with travel arrangements. The Administrative Assistant may receive a variety of relevant assignments from assistant coaching staff and/or Director of Football Operations to support the departmental needs.

Duties and Responsibilities of all Positions at Kansas Athletics:

1. Adhere to University, Big 12 Conference, Kansas Athletics and NCAA policies and procedures;

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Job Details

Description

To be considered, applicants must supply a cover letter and resume.

Our goal is to begin reviewing appliants the week of June 25th.

Anticipated start date will be August 2024.

Position Summary:

The Football Administrative Assistant is responsible for professional administrative support to the coaching staff, General Manager, and Director of Football Operations. This position serves as a front-line ambassador, creating a welcoming environment by providing excellent customer service, greeting office visitors, processing various expense reports, scheduling special events and engagements, assisting with travel arrangements. The Administrative Assistant may receive a variety of relevant assignments from assistant coaching staff and/or Director of Football Operations to support the departmental needs.

Duties and Responsibilities of all Positions at Kansas Athletics:

1. Adhere to University, Big 12 Conference, Kansas Athletics and NCAA policies and procedures;
2. Maintain knowledge of departmental activities, sports schedules and procedures;
3. Foster cooperative working relationships with fellow staff members within the department;
4. Support the athletics departmental goals and philosophies as described by the Director of Athletics, and works to achieve and uphold the department’s mission statement and core values;
5. Maintain a positive attitude toward performing job duties and working with other staff members;
6. Exhibit professional decorum at all times while representing Kansas Athletics, including routine events and meetings that occur outside of the office and on the road; and
7. Maintain the confidentiality of all information obtained while an employee of Kansas Athletics including all private, confidential, or sensitive information and ensuring compliance with FERPA, HIPAA, and other applicable regulations.

Duties and Responsibilities of this Position:

1. Provides professional administrative support to the Kansas Football coaching staff, serving as a front-line ambassador, creating a welcoming environment by providing excellent customer service; greeting office visitors (e.g., student-athletes, staff, campus constituents, etc.), attention to walk-in traffic, managing the KU Football email, and manage telephone calls in a courteous and professional manner, records messages accurately and provides necessary follow-up to ensure the caller is assisted;
2. Assist the multiple Assistant Football Coach staff members in all administrative tasks and provide timely completion of time-sensitive assignments and projects as appropriate, including but not limited to: distribution of incoming mail, assist in daily paperwork and expense reports; update and maintaining student athlete TeamWorks profiles;
3. Receives and responds to general correspondence (intra-department, student-athletes, parents, supporters, friends, etc.) in a timely fashion; assists with developing general correspondence materials; manages postal and parcel deliveries and services in the designated area;
4. Manage football staff away game ticket requests, manage football staff guest passes, and football staff tailgate RSVPs;
5. Oversee office paperwork and processing of various expense reports for all travel reports for Coaching staff, General Manager, and Director of Football Operations in DataBasics according to business office policies. This includes securing lost receipts for travel expense reports, and working with operations department in submitting expense reports for new employee interview and moving expenses;
6. Obtain parking permits for any and all guests visiting the football program. Receive and pay monthly parking invoice from campus parking in a timely fashion. Assist the football staff in their annual parking permit renewal process;
7. Oversee office supply inventory for the Football department and maintain adequate stock of all supplies, including ordering and stocking beverage supplies and purchase order requests. Schedule Maintenance, order supplies and monitor the needs of all office copiers/printers;
8. Maintain confidentiality and integrity with Football office staff members, coach staff members, and team related issues;
9. Assist the Director of Player Personnel and the Football Recruiting staff members as directed by the Director of Football Operations and permitted by NCAA rules and policies governing non-coaching staff members;
10. Liaison to all things AFCA. Renewing staff member memberships, securing lodging at the AFCA convention, collection and distribution of AFCA information, and staff reminders, completing and submitting travel expense reports in relation to the AFCA convention;
11. Other duties as assigned by the Director of Athletics or their designee.

Required Qualifications:

• High School diploma or completion of GED equivalency;
• A minimum of two years full-time administrative support experience;
• Demonstrated proficiency using the Microsoft Office suite (Excel, Word, etc.);
• Demonstrated excellent verbal and written communication skills;
• Demonstrated positive attitude, initiative, and self-motivated;
• Demonstrated exceptional organizational skills with acute attention to detail and follow through;
• Experience successfully dealing with the public;
• Ability to handle and maintain appropriate confidentiality;
• Demonstrated ability to work effectively under multiple, strict deadlines in a fast-paced office environment with the capacity to adapt quickly to major and minor changes;
• Ability to remain professional during stressful or challenging situations. Ability and willingness to work occasional evenings, weekends, or holidays as needed during peak game and recruiting seasons.

Preferred Qualifications:

• Bachelor’s Degree from an accredited college or university;
• Assistant Administrative experience for an NCAA Intercollegiate Athletics program, or other athletic football programs such has high school or professional sports;
• Knowledge and experience of various software systems such as Databasics, Teamworks, and ARMS.

The Perks: Kansas Athletics offers relocation assistance and an excellent benefits package including: 403(b) matching program, plus voluntary retirement savings plans; health, dental, vision insurance, Section 125 flexible spending plans; paid holidays, vacation and sick leave; paid Parental leave; employer paid long-term disability, group term life and AD&D; tuition reimbursement; Adidas merchandise allotment and discounts; free weight room access; and more!

Encouraged to apply: Kansas Athletics is committed to providing an equal opportunity for all qualified individuals to be considered for staff positions regardless of race, religion, color, sex, disability, national origin, ancestry, sexual orientation, marital or parental status, age, or status as a veteran. As a reflection of this commitment, Kansas Athletics strives to recruit and employ the most qualified applicants available, consistent with the requirements of the position and the long-range objectives of Kansas Athletics.

Work Environment

This job operates in a professional office. This role routinely uses standard office equipment such as laptop computers and various digital devices, including, but not limited to: cell phone, printer, copy machine, and other related devices. This job requires flexibility and adaptability in schedule and the ability to perform job related duties on short notice.

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. While performing the duties of this job, the employee is regularly required to speak and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This position may require frequent bending, moving, lifting, and carrying material weighing up to 25 pounds; standing up to eight hours each day; and working in all weather conditions.

Travel

Travel is not expected for this position.

Hours of Work

This is a full-time position. Days and hours of work will vary based on the needs of the position. Early morning, evening and weekend work maybe required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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