"Athletics Scheduling Assistant"

Position Title

Athletics Scheduling Assistant

Employee Type

Regular

Office/Department

Athletics

Work Environment

Ridley Athletic Complex

Job Type

Full time

Benefits at Loyola

https://www.loyola.edu/department/hr/benefits/

Compensation Range

$19.36 - $24.21

Anticipated Start Date

08/18/2025

Position Duties

Support the operations for all of the facilities in the Athletic Department. Provide schedule management, administrative support and office management and supervise student staff.

Essential Functions

Schedule Management: Maintain the Athletic Department scheduling calendars, including practice, competition, rental and other facility usage. Maintain the electronic and paper back up of the athletic department schedule. Coordinate the distribution and follow up on game contracts. Coordinate the distribution of visiting team guides and tailgating information. Coordinate the collection of any and all required insurance certificates or other waivers for all facility rentals. Coordinate billing for facility rentals. Assist with the coordination of facility rentals with appropriate university departments (campus safety, event services, catering, environmental services, etc.). Assist with the communication of schedule changes as appropriate.

Administrative Duties: Provide general administrative support to the athletic programs at the Ridley Athletic Complex receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries or refers callers to others as appropriate. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background materials. Prepares, proofreads and revises manuscripts, correspondence, charts, forms, and other material from copy or notes created by others using word processing and other computer programs and equipment. Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Corrects and calls deviations or inadequacies to writer's attention as deemed appropriate. Establishes and maintains complex filing and database systems. Enters, updates, and retrieves information stored in files and databases. Customizes special reports, as requested. Researches, analyzes and summarizes information and source materials for reports and communicates findings orally and in writing. Schedules appointments and engagements without prior clearance, as requested. Makes arrangements and coordinates meetings. May attend meetings and prepare notes, as requested. Makes arrangements for travel and other purchasing (office supplies) as requested and independently perform required administrative follow-up and record keeping, including travel arrangements and expense reconciliations for administration.

Office Management: Manage the Ridley Athletic Complex athletic office to insure that any office issues are reported to the correct university department. Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment. Supervise staff of student workers at the Ridley Athletic Complex.

Education Required

Associates or vocational/technical school degree

Education Preferred

Bachelors degree

Work Experience

1 - 3 years

Required Knowledge, Skills and Abilities

Ability to communicate effectively, both orally and in writing. Ability to work as a self-starter and self-motivator and to work independently and yet collaboratively with multiple individuals involved in the development process. Ability to apply sound judgment and conduct oneself with integrity. Ability to behave in a manner that ensures the confidentiality of the information and data available. Ability to work constructively, stay focused and productive and multi-task. Ability to plan, organize and prioritize assignments. General knowledge of event scheduling and procedures. Advanced computer skills, particularly with database management software (including Microsoft Office and University Scheduling software). Ability to establish and maintain effective working relationships and interact with people at all levels. Ability to support the mission and values of a Catholic Jesuit education, as well as University goals for institutional diversity.

Physical/Environmental Demands

Office environment/no specific or unusual physical or environmental demands.