Administrative Assistant II

Washington and Lee University•Lexington, VA

2d•$22

About The Position

Provides administrative support to facilitate the work of the Athletics Department. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise. Essential Functions: Answer and direct incoming calls, and traffic flow of students, faculty, staff, prospects and their families, alumni, and campus visitors. Coordinate travel arrangements for Athletic Director and Associate Athletic Director. Appointment setting and maintenance of 2 Athletic Directors' and 2 Associate Athletic Directors' calendars. Manage front desk performing various administrative tasks such as typing correspondences and maintaining administrative files for Athletic Director, Associate Athletic Director, 2 Assistant Athletic Directors, and approximately 50 coaches. Issue guest access passes to eligible applicants. Prepare and distribute confidential matters relating to faculty promotions, performance reviews, welcome letters, and Athletic Director correspondence. Prepare and distribute performance review forms to head and assistant coaches. Coordinate and prepare evaluations for end-of-season sports meetings for all head coaches or captains with Athletic Director. Prepare and pull end-of-the-season evaluations for sports teams in Form Administration. Work with Alumni Office, Facilities Management, and Athletic Communications to coordinate and plan for athletic events. Assist head coaches with recruitment searches for new hires. Work with Human Resources on all aspects of a job posting, confirmation with candidates, and final selection phases of the process. Serve as an advocate for the department and program, becoming well integrated within the broader activities of the department and program and developing a good grasp of the departments and program’s roles within the overall University mission and structure. Coordinate with any other department administrative assistant in the overall management of the office of Physical Education and Athletics. Understand and be able to carry out any administrative assistant duty or responsibility in the absence of an office colleague. Maintain membership renewals and departmental subscriptions such as NCAA Manuals, Women Leaders in Sports, National Association of Collegiate Directors of Athletics (NACDA), National Association of Div. III Athletic Administrators List Server ( NADIIIA ), Chronicle of Higher Education, Marriott Rewards card membership, Virginia Sports Hall of Fame, American Alliance for Health, PE, Recreation, Dance; Alliance of Women Coaches, WeCoach, and other organizations as necessary. Arrange athletic van reservations, usage, mileage & maintenance reporting. Maintain the departmental intercollegiate game calendars and event management schedules. Assist Associate Director with 25Live system to manage indoor and outdoor athletic facilities. Assist in organizing and implementing special department functions such as retirement functions, and special anniversary functions. Other duties as assigned. Work Schedule : This is a Monday through Friday position, 8:30 a.m. to 4:30 p.m., with occasional evening and weekend hours required as events dictate.

Requirements

A High school diploma or equivalent is required (Associate’s Degree preferred)
Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
Strong records maintenance skills
Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office
Ability to maintain confidentiality
Ability to communicate effectively, both orally and in writing

Nice To Haves

Associate’s Degree preferred

Responsibilities

Answer and direct incoming calls, and traffic flow of students, faculty, staff, prospects and their families, alumni, and campus visitors.
Coordinate travel arrangements for Athletic Director and Associate Athletic Director.
Appointment setting and maintenance of 2 Athletic Directors' and 2 Associate Athletic Directors' calendars.
Manage front desk performing various administrative tasks such as typing correspondences and maintaining administrative files for Athletic Director, Associate Athletic Director, 2 Assistant Athletic Directors, and approximately 50 coaches.
Issue guest access passes to eligible applicants.
Prepare and distribute confidential matters relating to faculty promotions, performance reviews, welcome letters, and Athletic Director correspondence.
Prepare and distribute performance review forms to head and assistant coaches.
Coordinate and prepare evaluations for end-of-season sports meetings for all head coaches or captains with Athletic Director.
Prepare and pull end-of-the-season evaluations for sports teams in Form Administration.
Work with Alumni Office, Facilities Management, and Athletic Communications to coordinate and plan for athletic events.
Assist head coaches with recruitment searches for new hires.
Work with Human Resources on all aspects of a job posting, confirmation with candidates, and final selection phases of the process.
Serve as an advocate for the department and program, becoming well integrated within the broader activities of the department and program and developing a good grasp of the departments and program’s roles within the overall University mission and structure.
Coordinate with any other department administrative assistant in the overall management of the office of Physical Education and Athletics.
Understand and be able to carry out any administrative assistant duty or responsibility in the absence of an office colleague.
Maintain membership renewals and departmental subscriptions such as NCAA Manuals, Women Leaders in Sports, National Association of Collegiate Directors of Athletics (NACDA), National Association of Div. III Athletic Administrators List Server ( NADIIIA ), Chronicle of Higher Education, Marriott Rewards card membership, Virginia Sports Hall of Fame, American Alliance for Health, PE, Recreation, Dance; Alliance of Women Coaches, WeCoach, and other organizations as necessary.
Arrange athletic van reservations, usage, mileage & maintenance reporting.
Maintain the departmental intercollegiate game calendars and event management schedules.
Assist Associate Director with 25Live system to manage indoor and outdoor athletic facilities.
Assist in organizing and implementing special department functions such as retirement functions, and special anniversary functions.
Other duties as assigned.