Executive Associate / Assistant Director of Administration

Duties & Responsibilities

• Oversee a broad array of administrative and operational functions directly related to the office of the Vice President and Director of Athletics. This includes calendar oversight, scheduling and coordinating meetings, appointments, and events.

• Ensure all logistical aspects are addressed before all events.

• Provide essential support to the Intercollegiate Athletics Department, including direct support to the Athletics Director and senior leadership.

• Facilitate clear and efficient communication between the Director and internal and external stakeholders.

• Coordinate with donors, head coaches, assistant coaches, staff, the community, University leadership, the Big 12 Conference office, as well as athletics directors nationwide on a variety of topics and issues.

• Draft, review, and distribute correspondence, reports, and presentations on behalf of the Director.

• Manage documentation systems, including preparing reports, agendas, and minutes and conducting data analysis.

• Serve as a liaison and oversee communications that affect the department, including, but not limited to, preparing necessary files and agendas, taking minutes, following up on action items, and handling routine correspondence.

• Evaluate, analyze, and recommend operational and process improvements and solutions.

• Utilize mature judgment and appropriate discretion to make informed decisions when dealing with complex, private, and sensitive issues, with a high concern for detail, confidentiality, and timeliness. Ensure communications and documentation are managed in accordance with University policies and regulations.

• Receive and screen communications (emails and phone calls) not requiring the immediate personal attention of the Vice President and Director of Athletics, using independent judgment to determine the order of priority.

• Adhere to professionalism and confidentiality in all communications with internal and external stakeholders.

• Investigate and respond to management and public requests concerning problematic situations and discrepancies, including those forwarded for a response.

• Manage office functions to ensure smooth office operations, oversee staff, manage performance evaluations, hire staff, make necessary recommendations for termination, and recommend salary changes, including merit recommendations and promotions.

• Manage travel arrangements and process accounts payable and receivable items before and after travel.

• Budget accountability.

• Additional duties as assigned.
  

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.

• Ability to multitask with frequent interruptions.

• Ability to maintain confidentiality and work effectively under time constraints.

• Ability to initiate, lead, and support value-added projects.

• Meticulous attention to detail.

• Self-motivated and results-oriented with a positive demeanor.

• Strong organizational skills, including the ability to plan, prioritize, and successfully manage multiple concurrent projects.

• Ability to develop and maintain positive interpersonal relations.

• Ability to communicate effectively with individuals at all organizational levels and project a positive and professional attitude.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.

• Minimum of three (3) years of related work experience or equivalent combination of education and work experience required.

• Must have a valid driver’s license and ability to drive according to the University Fleet Safety Policy.