Reporting to the Director of Athletics, the Administrative Coordinator is responsible for performing a wide variety of administrative and clerical support activities to the Director, Athletic Head Coaches, Administrators and their support staff. The Administrative Coordinator plays a strategic role in daily operations of the athletic department.
Ursinus College competes in 25 varsity sports and is a charter member of the Centennial Conference, one of the nation’s finest small college conferences.
Functions and Responsibilities:
Provide administrative support:
Manage Director of Athletics calendar by scheduling appointments, meetings, conferences and events.
Assist the Director of Athletics with internal and external communications. This includes, but is not limited to, drafting, editing and distributing electronic and physical correspondence, reports, and presentations (for Director of Athletics and department).
Coordinate travel arrangements, including flights, hotels, car rentals and all necessary briefing materials.
Attend and keep minutes for weekly athletic department senior staff meetings and any other meetings, as assigned.
Assist Human Resources with completing paperwork for new and volunteer coaches. Execute all appointment letters for part-time head coaches, part-time assistant coaches and volunteer coaches.
Coordinate clerical activities:
Organize and maintain hospitality area for conference championships and NCAA events hosted by Ursinus.
Serve as department representative with students, parents, administrators, faculty, professional staff and other external constituents by greeting in-person guests and fielding calls and inquries.
Schedule meeting spaces, logistics (refreshments) and related technology, as needed, for meetings and events.
Maintain office supplies stock for department.
Provide departmental support:
Manage and maintain departmental budget information.
Coordinate various financial transactions for Director of Athletics, head coaches, coaches and teams. This includes, but is not limited to, reconciling credit cards; processing invoices; completing travel reimbursements, check requests and other financial transactions as needed.
Ensure payment for officials for all teams’ home events and check website Arbiter and Zebraweb for additions/changes.
Assist with purchasing requests within the department, including contracting various vendors as needed.
Execute various vendor contracts.
Perform other duties and work on special projects, as assigned.
High School diploma and two years college coursework required. Bachelor’s degree preferred.
3-5 years of previous administrative support experience, preferably in an academic environment, is required. Previous experience in Athletics a plus.
Demonstrated ability to handle multiple tasks simultaneously, solve problems, act with discretion and maintain professional demeanor at all times in a fast-paced environment.
Excellent written and oral communication skills and ability to interface with all levels of staff including coaches, students, administration and faculty.
Solid organizational skills and attention to detail.
Working knowledge of MS Office products, including Word, Excel, Access, Power Point, Outlook and database management as required.
Sound judgement and ability to deal effectively with matters of a highly confidential nature.
High degree of professionalism, initiative, integrity, urgency and motivation.
Ursinus is an EO/AA employer. Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, gender identity or expression, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law in the administration of any of its educational programs or activities or with respect to employment.
About Ursinus College
Ursinus is a remarkable college--student centered, academically rigorous, ambitious, achieving, serious about students in the community--focused, in other words, on the right things.