Administrative Assistant, Athletics

Quinnipiac University • Hamden, CT • 1d ago

Overview: Quinnipiac University seeks qualified applicants for the position of Administrative Assistant, Athletics. The Administrative Assistant will perform clerical duties required to support the Athletics department.

About Quinnipiac: Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,700 students in more than 100 degree programs through its Schools of Business, Communications, Education, Computing & Engineering, Health Sciences, Law, Medicine, Nursing and the College of Arts & Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review. The Wall Street Journal ranked Quinnipiac #51 among the best colleges in the nation, and second in Connecticut, for our exceptional graduation rate, salary impact, learning facilities, career preparation and learning opportunities. The university is in the midst of program expansion and renewal for both traditional and adult learners, the development of innovative strategic partnerships, and just opened a South Quad with three new buildings. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.

Responsibilities:

Serve as first contact for all visitors (in-person, telephonic and digital) to the Athletics Offices. Assist with phone coverage and greet visitors and students, take messages, relay information and answer questions within scope of knowledge and authority.

Take action as appropriate to ensure the forward movement of departmental activities, such as athlete recruitment, team travel, and staffing. This includes being knowledgeable/skilled in University and athletic department software programs such as Office 365, One Drive, Teamworks and the NCAA Travel portal.

Assist all athletics staff with office supply needs, phone connections, IT and Facility requests etc.

Maintain all Athletic staff files, including staff information, certifications and trainings in an excel database and athletics compliance software; Constant review of staff info on athletics website.

Manage select HR functions for the department such as processing resignations, setting up interviews and assisting with the hiring processes. This also includes making any pre-start logistical arrangements, such as office assignment, securing telephone service, office supplies, computer access and business cards, etc.

Oversee and assist with the hiring of Student Employees throughout the department.

Responsible for the organization, planning and when necessary, staffing of major departmental events and meetings including coordinating room reservations, catering, informational materials, staff sign ups. Among these events are senior day awards, open houses, parents' weekend, end of year events and the Hall of Fame. Among the meetings are Athletics Advisory Board and Athletics Staff Meetings.

Sole point of receipt for all departmental mail, faxes, emails and phone calls. Must be able to process/disseminate correspondences received appropriately and in a timely fashion. Oversee athletics@quinnipiac.edu email address.

Coordinate and communicate with traveling administrative staff, serving as the departmental point person for travel logistics, appropriate handling of urgent matters and troubleshooting as necessary.

Prepare correspondence, donor and sponsor letters, student athlete communications, reports, schedules, roster, forms; edit work for accuracy and format.

Cross-trained in University business systems such as BuyQ and Emburse in order to support as necessary.

Arrange meetings, travel, notify participants and prepare required materials.

Other clerical duties as assigned.

Education Requirements:

High School Diploma or GED required

Qualifications:

Strong interpersonal and customer-service skills.

Excellent verbal and written communication abilities.

Proficient with Microsoft Office including Outlook, Word, Excel, and OneDrive.

Experience using athletics-specific platforms such as Teamworks and the NCAA Travel Portal preferred.

Strong organizational skills.

Experience planning events and ability to support departmental events.

Ability to coordinate travel logistics.

Proactive, resourceful, and solution-oriented mindset.

Proven ability to collaborate effectively with individuals from varied backgrounds.

Special Instructions to Applicants:

TO APPLY:

Applications must be submitted electronically and include a resume, a cover letter detailing how your experience aligns with the position requirements.

Please note this is a Grade 7 position in the Clerical & Technical Union

The hourly rate is $28.07, 35 hours per week

This position requires the successful completion of a Microsoft Office skills test, proofreading test, and background check

We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.

Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community.

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