Assistant to the Athletic Director

Description

POSITION: Assistant to the Athletic Director 

SUPERVISOR: Athletic Director 

DEPARTMENT:  Athletics

LOCATION: On-campus, located in Tiffin, OH

JOB TYPE: Full-time

GRANT-FUNDED:  No

SOC Code: 11-9032

General Job Description for the Assistant to the Athletic Director:

The Assistant to the Athletic Director will assist the Athletic Director in operational and administrative details and perform administrative functions that require a thorough knowledge of sports and athletic policies, procedures, and operations. The Assistant to the Athletic Director has recurring contact with senior administrators and executives, public and private officials, the media, students, and parents. The Assistant to the Athletic Director exercises initiative and independent judgment in managing the Athletic Director's schedule and the office’s daily activities. The Assistant to the Athletic Director uses discretion in the dissemination of information to faculty, students, staff and the various communities served by the University and coordinates activities with several major subordinate administrative units of the University.

Major Duties and Responsibilities for the Assistant to the Athletic Director:

· Facilitates the efficient utilization of the Athletic Director's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.

· Promotes a positive image of the Athletic Department by greeting and receiving visitors and responding to inquiries from diverse University communities (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding the policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.

· Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various areas served by the University and in handling departmental records, files, and similar confidential items.

· Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office or department for outgoing communications.

· Assists the Athletic Director in oversight functions by reviewing, monitoring, and approving departmental action forms and reviewing correspondence and documents prepared by other offices for the president’s signature.

· Acts as the liaison for departmental colleagues by answering their questions and directing them to the appropriate administrator.

· Assists with game-day promotions and operations, the annual Athletic Hall of Fame event, the annual Athletic Golf Outing, coordination of student-athlete academic and athletic accommodations, sponsor relations, and collaboration with the Dragon Team Store.

· Coordinates meetings, including preparation and distribution of agenda booklets, taking meeting minutes and maintaining the notebook.

· Facilitates efficient and cost-effective official travel for the Athletic Director and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.

· Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats.

· Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.

· Assists with development and management of the budgets under control of the Athletics Department by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, completing budget transfers, and verifying and approving all international travel for the University.

· Facilitates the success of events hosted by the Athletics Department by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.

· Schedules the use of facilities for Athletic Department needs.

· Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

· Responsible for coordinating with Compliance, Financial Aid and all coaches for creating and delivering all National Letters of Intent and Tiffin University Letters of Intent to prospective student-athletes in compliance with NCAA rules and regulations

· Responsible for overseeing marketing and promotions for Tiffin University Athletics, creating and executing all game day promotions and game environment operations, and being willing to assist all coaches and staff within the athletic department with any game day needs. 

· Game Day Merchandise sales.

· Other duties as assigned.

Requirements

Education:

Bachelor’s Degree 

Experience:

A minimum of two (2) years' experience.

Other:

· Thorough knowledge of administrative and secretarial procedures.

· Proficient computer skills including Microsoft Word, Microsoft Excel, and Photoshop.

· Experience with all Social Media Platforms (Twitter, Facebook, Instagram, etc.)

· Strong interpersonal and organizational skills, exceptional verbal and written communication skills, and have meticulous attention to detail.

· Confidentiality and diplomacy are essential. 

· Must be able to manage multiple tasks simultaneously and work independently. 

· The ability to interact with individuals both on and off campus in a positive manner is important. Adaptability, flexibility and resourcefulness are desirable qualities. 

· A bachelor’s degree is required; a master’s degree is preferred.

Why Join Tiffin University?

At Tiffin University, we believe in taking care of our employees. That’s why all full-time employees enjoy a comprehensive benefits package designed to support their health, financial security, and work-life balance:

· Medical, dental, and vision insurance to keep you and your family healthy.

· Health Savings Account with annual employer incentive contribution & Flex Spending Account with options to save pre-tax dollars for medical, dental, and vision expenses.

· Employer-paid basic life insurance and long-term disability, plus voluntary plans for supplemental life insurance and short-term disability.

· A 403(b)-retirement plan with employer matching contributions to help you plan for the future.

· Generous paid annual and sick leave, plus paid holidays throughout the year.

· Educational tuition benefits for you and eligible family members.

· Access to a confidential Employee Assistance Program (EAP) for personal and professional support.