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Job Details: Athletic Administrative Assistant

Job Title:

Athletic Administrative Assistant

Salary:

Commensurate with qualifications and experience

Start Date:

March 2, 2020

Contract:

12-month

Qualifications:

QUALIFICATIONS:

  • Must possess required knowledge, skills, and abilities and be able to explain and demonstrate that the essential functions of the job can be performed.
  • Knowledge of standard office practices and procedures.
  • Skill in composing routine letters and preparing reports.
  • Skill in the operation of a variety of office machines including, personal computers, telephones, and copiers.
  • Skill in the use of personal computer/software at the “Knowledge to Proficient” level.
  • Ability to conform to an established work schedule.
  • Ability to communicate in a concise and effective manner.
  • Ability to understand and follow instructions precisely.
  • Ability to handle multiple projects simultaneously.
  • Attention to detail required.

Responsibilities:

JOB SUMMARY:

Provides secretarial support to the Athletic Department.

JOB DUTIES and RESPONSIBILITIES: 

  • Responsible for greeting students, faculty/staff and visitors to the athletic department with a friendly and considerate demeanor.
  • Attend and help organize game-days, fundraisers, and/or other department functions.
  • Review and maintain attributes in Banner for all student-athletes.
  • Receive and screen phone calls and visitors; refer to appropriate staff and/or answer questions and provide general information regarding established office policies and procedures. Draft written correspondence in response to general, routine inquiries or to requested information.
  • Prepare materials in proper format and review materials for accuracy for items such as reports, correspondence, manuscripts, technical documents, forms, and purchase orders.
  • Receive, distribute, mail and/or assemble mailings, applications, forms and general information requested by visitors, applicants, students, coaches, or the community; open generally addressed mail and distribute appropriately.
  • Monitor office supplies and initiate requisitions to replenish.
  • Maintain supervisor’s schedule as instructed and make tentative appointments.
  • Make arrangements for meetings by scheduling facilities and services.
  • Manage athletic department event and facility calendars.
  • Record and track account expenditures via Banner and Microsoft 360; generate requisitions for departmental purchases; review p-card statements for accuracy, track all spending per sport; provide monthly reports to Athletic Director.
  • Record minutes at meetings; types/word processes and distributes minutes.
  • Compile data for manuscripts, records, or recurring reports such as time sheets, office activity reports or statement reconciliation.
  • Process travel for sports teams (busses, hotels, meals, etc.).
  • Track all incoming revenue (ticket sales, game sponsorships, game guarantees, and fundraising monies), and provide monthly report to athletic director.
  • Control ticket pass list for game days.
  • Must have a strong work ethic and lead by example.
  • Must be a professional, credible and respected representative of the institution internally and in the community
  • Demonstrated willingness and ability to act ethically and socially responsible.
  • Must be able to lift more than 20-lb. objects; frequent bending, stooping, and walking.
  • Ability to communicate in a courteous manner.
  • Other duties as assigned by Athletic Director or designee.

The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 

Applicant Must Submit:

  • Letter of Application
  • Resume
  • Three References, current addresses and phone numbers
  • All College Transcripts (unofficial)
  • Completed Consent & Disclosure form for pre-employment background check (available here)

If you are applying for more than one position, please submit a separate application packet for each position, being sure that your cover letter addresses the specific requirements for the position for which you are applying. Incomplete applications will not be considered.

All OPSU applicants must also submit a completed Consent and Disclosure form for a pre-employment background check. Forms are available below.

OPSU is an AA/EE/E-Verify employer committed to diversity.

Oklahoma Panhandle State University does not discriminate on the basis of race, color, national origin, sex, disability, age, and veterans status in its programs and services.

The following persons have been designated to handle inquiries regarding the non-discrimination policies:

  • Michael Harris, Title IX (sex), Office: SUB 10, Telephone: 580.349.1362;
  • Rene Ramon, Section 504/ADA (disabilities), Office ML 107B, Telephone: 580.349.1556;
  • Dana Collins (race, color, national origin, age and veterans status), Office: SL 125, Telephone: 580.349.1574.

For additional information and/or to respond, contact:

Oklahoma Panhandle State Univ.
Office of Human Resources
P. O. Box 430
Goodwell, OK 73939
Telephone: 580-349-2611
Fax: 580-349-2302
E-mail to opsu.jobs@opsu.edu

OPSU Human Resources