Administrative Associate, Athletics

at  George Washington University

JOB DESCRIPTION SUMMARY:

The George Washington University Department of Athletics actively engages our students, our campus community, our alumni, and our fans through the spirit of healthy living and competition. Located in the heart of our nation’s capital, this world-class university aspires to have a world-class athletics and recreation program. We are committed to building and sustaining a program that mirrors the overall excellence of the university, by providing students an unparalleled opportunity for achievement and engaging the larger community as we grow and cultivate the next generation of leaders.

Reporting to the Athletics Director, the Administrative Associate, Athletics will provide support to the Athletics Director and senior administrators, and be responsible for the following duties:

• Main office suite management: Manages all aspects of the main office including liaison with the Division of IT and other offices to maintain business operations (incl. copiers, printers, shredders, office supplies, etc.)
• Customer relations management: Receives and evaluates incoming requests and calls for the Department of Athletics, delegates to appropriate department/individual, and serves as the central point of contact in facilitating and escalating issues on behalf of the Office of the Athletics Director.
• Communications management: Seeks answers and solutions to inquiries and provides guidance to colleagues, the Athletics Director direct reports, and stakeholders as necessary.
• Administrative support: Coordinates the daily administrative activities for the Athletics Director, including calendar management, travel arrangements, expense reports, invoices, reimbursements, and other budget related matters for the Athletics Director and other senior administrators.
• Intercollegiate game contracts: Processes and maintains records of intercollegiate game contracts.
• Meeting management: Organizes regular senior staff and Head Coaches meetings. Schedules and coordinates dates and times, venues, attendance, agendas, and facilities. Takes minutes and provides administrative support and follow-up on matters arising from meetings. May plan other events, organizing logistics and ensuring the appropriate distribution of meeting materials to attendees.
• Document/presentation support: Assists in the preparation of documents and presentations. Edits and proofreads documents and presentations. Drafts letters, memos, minutes, documents, presentations and other applicable university forms. Independently conducts substantive research for reports and presentations.
• Prepares documentation for Athletics Director signature.
• Oversees the maintenance of appropriate records, files and accounts, instituting or enforcing accountability and confidentiality procedures according to nature of data.

The position is based at GW’s Foggy Bottom campus in Washington, DC. The incumbent may perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

MINIMUM QUALIFICATIONS:

Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

PREFERRED QUALIFICATIONS:

• Administrative experience supporting senior level individual contributors and/or executives in a high paced environment is desired.
• Experience serving as a resource for senior level leadership preferred
• Ability and desire to maintain a high level of confidentiality.
• Excellent written and verbal communication skills.
• Excellent customer service skills.
• Proficient computer and office tool operating skills to include printers, copiers, fax machines, and scanners to assist in completing day to day activities.
• Proactive cognitive skills and actions.
• Familiarity with office budget and financial management skills needed to support a busy office is desired.
• Strong time management and organizational skills.

• Main office suite management: Manages all aspects of the main office including liaison with the Division of IT and other offices to maintain business operations (incl. copiers, printers, shredders, office supplies, etc.)
• Customer relations management: Receives and evaluates incoming requests and calls for the Department of Athletics, delegates to appropriate department/individual, and serves as the central point of contact in facilitating and escalating issues on behalf of the Office of the Athletics Director.
• Communications management: Seeks answers and solutions to inquiries and provides guidance to colleagues, the Athletics Director direct reports, and stakeholders as necessary.
• Administrative support: Coordinates the daily administrative activities for the Athletics Director, including calendar management, travel arrangements, expense reports, invoices, reimbursements, and other budget related matters for the Athletics Director and other senior administrators.
• Intercollegiate game contracts: Processes and maintains records of intercollegiate game contracts.
• Meeting management: Organizes regular senior staff and Head Coaches meetings. Schedules and coordinates dates and times, venues, attendance, agendas, and facilities. Takes minutes and provides administrative support and follow-up on matters arising from meetings. May plan other events, organizing logistics and ensuring the appropriate distribution of meeting materials to attendees.
• Document/presentation support: Assists in the preparation of documents and presentations. Edits and proofreads documents and presentations. Drafts letters, memos, minutes, documents, presentations and other applicable university forms. Independently conducts substantive research for reports and presentations.
• Prepares documentation for Athletics Director signature.
• Oversees the maintenance of appropriate records, files and accounts, instituting or enforcing accountability and confidentiality procedures according to nature of data