Administrative Assistant (Athletics)

Position Summary:

This position willprovide a wide range of administrative support to assigned Senior Administrators within the universitys Athletics Department which includeshigh-level and confidential information requiring both discretion and sound judgement.It is highly customer service oriented with duties specifically related to assuring the efficiency and effectiveness of activities within the assigned units.

About the Work Unit:

Vanderbilt Universitys Athletics Department prepares student-athletes to become leaders and champions in life by placing the highest values on integrity character sportsmanship and victory. Vanderbilt is a charter member of the Southeastern Conference and is the conferences only private school. The university fields 17 varsity teams (6 mens teams and 11 womens teams) 15 of which compete in the Southeastern Conference.

Key Functions and Expected Performance:

1. Provide administrative support to assigned Senior Administrators and their areas of oversight

   1. Handle all purchasing and travel requests as needed

      1. Prepare expense reimbursement reports for assigned individuals

   2. Schedules appointments and multi-attendee meetings as requested

      1. Anticipate/forecast schedule conflicts

      2. Prioritize and rearrange meetings as necessary

      3. Operate with a high level of professionalism in all interaction

   3. Coordinate meetings as requested

      1. Assist in the execution of meetings including agenda and minutes as needed

2. Oversee office management

   1. Interacts with coaches staff administrators students and visitors in a professional welcoming manner

   2. Handle all office supply orders

   3. Coordinate all mail services both outgoing and incoming

   4. Answer phone line; take detailed messages and communicate with staff as needed

3. Oversee and/or manage multiple projects anticipate and track critical dates and events and follow-up with appropriate parties to ensure the completion of key deliverables are met

4. Assist with and manage logistics associated with various special events as requested

5. Ensures completion of key deliverables on assigned projects

6. Maintain confidentiality at all times

7. Comply with all NCAA and SEC rules and regulations

8. Other duties as assigned

Education and Certifications:

• Bachelors degree preferred; High School diploma is necessary.

Experience and Skills:

• Prior administrative assistant experience is preferred.

• Organized detail oriented and the ability to work in a fast-paced environment with minimal supervision is necessary.

• Knowledge of NCAA and SEC rules and regulations is preferred.