"Administrative Assistant for the VP of Athletics"

Job Details

Position Information

Job Title
Administrative Assistant for the VP of Athletics

Posting Number
S1598P

Pay Range
The compensation for this appointment will range from $27.00 to $28.00 hourly and reflects what California Baptist University reasonably expects to pay for this staff appointment. Actual compensation may vary based on the qualifications and experience of the applicant, as well as market conditions. In addition to wages, CBU offers a robust suite of employee benefits.

Summary
Assists the Vice President of Athletics in administration of the department; completes, compiles, and maintains administrative and clerical work of the department by performing the following duties.

Essential Duties and Responsibilities
Other duties may be assigned.

1. Understand and agrees to abide by the mission of CBU and the CBU Athletics Department.
2. Adheres to all institutional, conference and NCAA by-laws and regulations.
3. Provide administrative and secretarial support to the Vice President of Athletics.
4. Directly manages, trains and supervises the Athletics’ Office administrative support staff.
5. Manages the Vice President of Athletics’ calendar and independently schedules appointments.
6. Coordinates and arranges meetings, works with facilities team and C&E to secure meeting space, helps prepare power point presentations.
7. Organizes and maintains file system, files correspondence and other records.
8. Screens incoming calls and correspondence and responds independently when possible.
9. Composes and prepares confidential correspondence, reports, and other complex documents.
10. Prepares, processes and maintains Banner requisitions and purchase orders.
11. Maintains confidential records of keys, access codes and issues same.
12. Prepares outgoing mail and correspondence, including e-mail and faxes.
13. Orders and maintains supplies and arranges for equipment maintenance.
14. Provides assistance with the planning and implementation of special events, including but not limited to All Staff Training and LAA Events.
15. Communicates and schedules donor meeting with Vice President of Athletics.
16. Oversees the onboarding process for student-workers and new Athletic staff department orientations.
17. Evaluate office processes, implement appropriate modifications if needed.

Supervisory Responsibilities
This position could be responsible for assigning work and/or giving direction to part-time Student Workers, in order to complete office work assignments.

Other Knowledge Skills and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Demonstrated ability and willingness to live and uphold the University’s Christ-centered mission and values.
• Skill in the use of personal computers and related software applications.
• A thorough knowledge of: Business English and arithmetic; general office methods, procedures and practices.
• Ability to plan, develop, and coordinate multiple projects.
• Ability to read and write at a level appropriate to the duties of the position.
• Ability to gather data, compile information, and prepare reports.
• Strong organizational skills and detailed oriented.
• Ability to maintain confidentiality.
• Knowledge of standard budgeting and expenditure control procedures and documentation.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Strong interpersonal and communication skills and the ability to work effectively with a diverse faculty, staff and student body.
• Ability to make administrative/procedural decisions and judgments.
• Ability to create, compose, and edit written materials.
• Excellent telephone courtesy knowledge and experience.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to resolve customer complaints and concerns.

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 stand; walk; sit; and requires sufficient hand, arm, and finger dexterity to operate a computer keyboard or other office equipment. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment
The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.

Education and/or Experience
Associate’s degree (A. A.) or equivalent from two-year college or technical school; and one to two years’ related experience and/or training; or equivalent combination of education and experience.