The Athletics Administration Coordinator provides administrative support in the daily operations of the Department of Athletics of Florida Southern College. Reporting to the Athletic Director (AD), a senior executive, the administration coordinator performs highly responsible, complex, and non-supervised administrative assistant, clerical, and office management functions that require recurring contact with senior administrators, staff, students, and parents; and a thorough knowledge of college policies, procedures and operations. The administration coordinator exercises initiative in coordinating with other athletic administrators and coaches, as needed, to achieve desired outcomes, provides reliable and authoritative information and reports; and assures effective communication with stakeholders.
ESSENTIAL FUNCTIONS
- Receives and greets College employees, students, and visitors, directing them to the appropriate offices or persons and providing authoritative information or materials for routine inquiries.
- Serves as a liaison between the AD and direct reporting staff by communicating information or documents affecting the administrative units within guidance from the AD.
- Exchanges information on behalf of the AD with peers, the President, and/or their administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.
- Prepares routine to complex correspondence, email, reports, forms, etc., and proofs for distribution, approval and/or mass mailing from machine or oral dictation, handwritten drafts, or printed text by using various computer applications (e.g., word processing, spreadsheets, desktop publishing), checking the documents for completeness and accuracy, and distributing the documents or submitting them to the supervisor or document originator for approval.
- Facilitates the success of meetings or events by scheduling them with appropriate offices and agencies, reserving required facilities and equipment, advising/contacting participants, preparing agendas, handouts, and similar materials, using independent judgment regarding activity alternatives, modifications, or last-minute changes, and coordinating or providing assistance during the activities.
- Performs simple office accounting, purchasing and payroll related matters such as reviewing and processing procurement charges, preparing purchase orders, processing payments as needed, tracking expenses, overseeing all staff time and leave tracking, submitting payroll, and overseeing office supplies and equipment inventory.
- Manages a filing system of paper and electronic records by organizing the system, creating files and records as necessary using judgment and knowledge of legal and office requirements, maintaining the filing systems, purging files, determining other forms of storage or destroying files, and retrieving files and documents as needed.
- Facilitates efficient and cost-effective official travel for the AD and others (other staff, consultants, and official visitors) by making travel arrangements, hotel reservations, and preparing associated approval forms and expense reports for travelers.
- Assures confidentiality of office administration in communicating information to faculty, students, staff and the various constituents and handling administrative records and files, personnel actions, performance evaluations, and similar confidential items.
- Maintains an appointment 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.
- Responsible for supervising student workers by gathering, developing, and assigning tasks as well as tracking student work hours.
- Works cooperatively with others while exhibiting flexibility in organizing daily tasks and shows initiative in managing workflow.
- Maintain department and VP memberships.
- Contributes to the success of the Office of Athletics by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Work Location: In person