Executive Assistant for Athletics Job at Christian Career (Shawnee)

Job Description

Perform office management duties for the Department of Athletics including but not limited to managing the purchasing and budgeting processes for the department, correspondence processing for the OBU Athletics Alumni, maintaining the calendar of appointments and events, organizing paper and electronic files, and processing phone calls. Included in the duties is the overall business processing of the Athletics Department. This position is the front-facing person for the department and should maintain a neat and organized appearance of the Athletics Offices.

Job Responsibility

Maintain the confidential nature of all interactions
Assist in the athletic event ticketing process
Manage and process all invoices for the different programs within the Athletics Department
Manage all purchase order requests for the Athletics Department
Manage all check requests for the Athletics Department
Manage all budget adjustments for the Athletics Department
Manage all cash, checks and donations for the Athletics Department
Oversee the budget directors and work with the Athletics Director in the annual budgeting process
Process student, gameday and part-time assistant payroll
Ensure that the information in Banner is accurate and charged to the appropriate org and account
Verify weekly Banner information on each program in order ensure that budgets are not overspent
Communicate with the Budget Director and the Director of Athletics when there is a concern that a program budget is overspent
Work with the Business Office to balance each budget at the end of the fiscal year and communicate that process with the Director of Athletics
Maintain a neat, clean and “Athletics Office” appearance of the Athletics Department office areas
Greet visitors and callers in a pleasant manner
Provide answers questions, take messages, or direct the guest to the appropriate person according to his or her need
Pick up mail from the Mail Room daily and distribute to appropriate individual
Distribute communication, paperwork, and forms to appropriate offices across campus
Create and maintain a filing system for hard and electronic records, correspondence, and any other material for the athletic department
Respond to routine correspondence
Maintain and distribute accurate minutes from all department meetings
Maintain current personnel contact information for the athletic department and other key university offices
Prioritize the responsibilities and requests from multiple coaches and a variety of students to maintain the integrity of the workload and timely response to deadlines
Assess the abilities and skill level of student workers to assign appropriate duties
Collect the appropriate accounting, financial aid and demographic information to prepare the annual EADA report for the Athletics Department

Requirements

Operate office equipment such as fax machines, copiers, and phone systems
Demonstrate ability to utilize Word to generate accurate documents and Excel including spreadsheet calculations
Other software abilities include database management, email, and calendar programs
Utilize effective communication skills
Ability to multi-task
Initiative to work independently
Ability to work effectively with frequent interruptions
High school diploma or GED
Must be a member of a local evangelical Christian church

Nice to have

College or job-related training specific to collegiate athletic offices
18 months or more of secretarial or administrative support

What we offer

Premium contributions for nationwide family-friendly Health and Dental coverages
Free life insurance that includes accidental death and dismemberment equal to an employee’s base salary
Access to optional employee-paid ancillary benefits like vision, hospitalization, critical illness, accident, additional employee-paid family life insurance coverages, and education benefits at OBU and other institutions of higher education
Generous paid time off that includes annual granted vacation time, accrued sick leave, six annual holidays, and week-long breaks for Thanksgiving and Christmas that include energy conservation days
Employer matching opportunity for retirement investments in a 403(b)(9) plan administered by Guide Stone
FREE family membership to the OBU Recreation and Wellness Center or RAWC
Global outreach university mission trips
Cafeteria discounts
Parking privileges

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Executive Assistant for Athletics

Job Description

Job Responsibility

Requirements

Nice to have

What we offer

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