Administrative Assistant | Athletics

The Administrative Assistant provides administrative support to the Athletic Director and the entire athletic department. This position will assist with the coordination of all events, fundraising activities, and the day-to-day operations within the athletic department. This is a part-time position.

Candidates will be invited to demonstrate a willingness to support the Christian, Catholic, Benedictine mission of the University of Mary.

Essential Roles and Responsibilities Include:

Leads scheduling and coordination for internal and external meetings, ensuring efficient use of resources and departmental alignment across calendars.

Coordinates and supports department events, meetings, and fundraising activities; manages logistics, schedules, and communication to ensure seamless execution.

Assists with game-day operations by coordinating personnel assignments, managing credentials, and ensuring operational readiness for each contest.

Prepares, organizes, and distributes meeting agendas and materials; attends meetings to record and circulate accurate minutes and follow-up actions.

Assists with the development, maintenance, and distribution of athletic schedules, including the preparation and upkeep of the department's master calendar and key deadlines.

Designs and prepares departmental communications, presentations, and reports for internal and external audiences, ensuring consistency with university standards.

Maintains organized records and filing systems (both digital and physical) for departmental documents, correspondence, and reports in accordance with policies.

Establishes and maintains files for each sport, ensuring accurate annual reporting and historical documentation.

Coordinates the maintenance and functionality of office equipment and technology to support daily operations.

Provides comprehensive administrative support to all athletics staff, including management of mail, correspondence, and phone communications.

Oversees student workers and provides direction regarding office procedures, task priorities, and professional expectations.

Maintains adequate inventory of office supplies and standard forms to support consistent operational readiness.

Assists with basic research and data organization related to donors, alumni, and key departmental constituents to support fundraising and engagement initiatives.

Assists in staff onboarding and departure logistics.

Serves as a point of contact for interdepartmental communications and transactions.

Performs other duties as assigned to support the mission and operational goals of the Athletic Department.

Desired Minimum Qualifications, Education, and Experience Include:

Associate's degree is required with a minimum of 4 years of administrative support experience

Upholds and supports the Christian, Catholic, Benedictine mission of the University of Mary

Supports the ongoing implementation of Ex Corde Ecclesiae, the apostolic constitution on Catholic colleges and universities.

Builds a culture of ready and earnest hospitality in the Office of Intercollegiate Athletics and throughout the university, in accord with Saint Benedict's admonition that all be received as Christ.

Knowledge and Skills Required:

Working knowledge of Microsoft Suite applications and data processing

Ability to @type at 50 words per minute

Strong interpersonal and communication skills

Ability to maintain confidentiality

About the University of Mary

We thank you for your interest in the University of Mary. Founded in 1959 by the Sisters of Annunciation Monastery, the campus overlooks the beautiful Missouri river and is located in Bismarck, North Dakota (https://findthegoodlife.com/) , a community of approximately 75,000 people, with wonderful family and parish life, friendly neighborhoods, enjoyable recreational and cultural facilities, a low crime rate, clean air, and excellent schools. The University of Mary, with an enrollment of over 3,800 students, is accredited by the Higher Learning Commission of the North Central Association.

For more information on the University of Mary, please watch a short video by clicking on this link: https://youtu.be/Go37Hy6QrVs

Review of application materials will begin immediately. Position will remain open until filled.

Equal Opportunity Employer

University of Mary

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Athletics | Administrative Assistant