Administrative Support Coordinator II

California State University, Bakersfield•Bakersfield, CA

2d•Onsite

About The Position

Under general direction of the Director of Athletics, the Athletics Administrative Assistant provides comprehensive administrative coordination and operational support for the Athletics Department, with primary responsibility for coordinating all team travel for road competition and serving as the primary administrative support to the Director of Athletics. The position proactively manages travel logistics for multiple sports programs using university-approved travel systems, ensures accurate documentation and compliance with university and NCAA policies, and routes travel-related expenses in accordance with established procedures. In addition, the Athletics Administrative Assistant supports department-wide meetings and initiatives, maintains organized records and communications, and contributes to efficient workflow processes within the Athletics administrative office. This role plays a critical part in ensuring effective operational coordination and service delivery across the department.

Requirements

EDUCATION & EXPERIENCE – High school diploma or GED and five (5) years of recent (within seven years) related office work experience.
SKILLS, KNOWLEDGE & ABILITIES (SKA’s) – Regular and reliable attendance is required
Proficiency in coordinating schedules, organizing meetings, and handling correspondence.
Ability to maintain and organize files and records efficiently.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects
Ability to understand and quickly learn University and Athletics infrastructure, NCAA, and Big West Conference policies and procedures.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.
May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

Experience providing administrative support within an Athletics office in higher education.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Responsibilities

Athletics Travel Coordination Coordinate and manage all official road travel arrangements for Athletics Department teams, coaches, and essential personnel, including air transportation, bus charters, hotel accommodations, and ground transportation.
Proactively book travel in accordance with university travel policies, NCAA regulations, and departmental budget parameters, ensuring cost-effective and compliant arrangements.
Serve as the primary departmental liaison with travel vendors, airlines, charter bus companies, hotels, and third-party travel partners to secure group reservations and negotiate logistics.
Utilize Concur and other university-approved travel systems to prepare and process travel authorizations, expense reports, and required documentation, ensuring accuracy and timely routing for approval.
Review travel requests and supporting documentation for completeness, policy compliance, and proper funding sources prior to routing through appropriate approval channels.
Develop and distribute detailed team travel itineraries, including transportation schedules, lodging information, and contact details.
Monitor travel deadlines, cancellation policies, and contractual obligations to minimize penalties and ensure efficient coordination.
Maintain organized travel records and documentation in accordance with university record retention and audit requirements.
Provide support in resolving travel-related issues, including schedule changes, vendor communication, and documentation discrepancies.
Assist in identifying efficiencies, preferred vendors, and process improvements related to department-wide travel operations.
Administrative Support for Director of Athletics Serve as the primary administrative assistant to the Director of Athletics, managing schedules, coordinating meetings, preparing reports, and handling confidential information.
Maintain calendar for the AD, using judgment to determine which appointments should be expedited or rescheduled, preserving the best use of the AD's time, and allowing the AD adequate preparation and travel time.
Perform varied administrative technical, and analytical office support functions at varying levels of complexity as requested by the Director of Athletics.
Serve as a liaison between the Director of Athletics, department staff, and external stakeholders, maintaining positive relationships with internal and external constituencies.
Administrative Support for Athletics Department Coordinate department-wide meetings, including scheduling, securing space, preparing agendas and materials, and distributing follow-up documentation.
Assist with planning and logistical coordination of departmental initiatives, retreats, training sessions, and internal events to ensure smooth execution and effective communication.
Maintain master department calendars, tracking key dates, travel schedules, deadlines, and major athletics events to support operational alignment across units.
Prepare and distribute internal communications, reports, and updates on behalf of athletics leadership to ensure timely and consistent messaging.
Support cross-departmental coordination by serving as an administrative resource to coaches and staff, ensuring initiatives and operational projects are organized and tracked.
Maintain organized electronic and physical filing systems for department records, policies, procedures, and operational documents in accordance with university guidelines.
Assist in tracking departmental projects and initiatives by maintaining timelines, compiling updates, and following up on action items as directed.