Position Title:
Administrative Project Manager for Athletics
Job Description:
Under the general supervision of the Director of Athletics, the administrative project manager is responsible for managing the department’s administrative functions, helping to drive and support key initiatives for the athletic department. This position serves as the first point of contact for the AD’s office and provides a high level of executive support for the Athletic Director. This role entails strategic calendar management, facilitating communication and collaboration between departments, providing administrative and project management support. Working in a fast-paced environment that will require working nights and weekends as needed, this position requires considerable discretion and judgment in organizing and responding to internal and external communications on behalf of the Athletic Director.
Essential Duties and Responsibilities:
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Manage the Director of Athletics calendar, prioritize meetings, expense reports, and handle key communications, including facilitation of paperwork that requires the approval of the AD. Take notes at meetings as needed.
- Assist the business manager with team travel, including oversight of transportation and hotel scheduling for several programs, as well as oversight and scheduling of department fleet vehicles.
- Assist teams with scheduling rental vehicles as needed, as well as the University Amazon account for team ordering. Serve as athletics’ point of contact for Enterprise rentals
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Manage all reservations for university van rentals and associated purchase card expenses.
- Coordinate official visits throughout campus by providing lunch vouchers and sending reports across campus.
- Coordinate & process payments for game officials for all home contests
- Assist academic services with team travel letters and summer school processing.
- Assist with game operations as needed, most notably at men’s and women’s basketball home games.
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Provide additional administrative support to the senior leadership team and head basketball coaches, assisting with facilitation and execution of current projects and overall strategic planning. Plan and coordinate agendas for department events and meetings.
- Through collaboration with appropriate Athletics leadership, prepare reports and presentations for Athletics meetings and/or special events as needed.
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Perform other duties to assist with special and ongoing activities and projects of the athletic department.
Job Requirements: Education, Experience and Skills:
Minimum Qualifications:
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Bachelor’s Degree required, Master’s Degree in a related field preferred
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1-3 Years of Experience Preferred in Higher Education or College Athletics
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Availability on nights and weekends as needed
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Effective time management skills; having the ability to handle multiple competing priorities in a fast-paced environment.
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In-depth knowledge of office management as well as significant executive support experience.
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Strong project management skills with a track record of successful project management or similar initiatives.
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Strong project management skills with proficiency in relevant software.
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Strong verbal and written communication skills and interpersonal skills.
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Initiative, sound judgment, and ability to work independently.
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Ability to maintain confidentiality.
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Ability to set priorities and meet deadlines; able to respond to changes in priorities and can multi-task.
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Exceptional organizational skills and the ability to manage competing priorities
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Commitment to diversity and to serving the needs of a diverse population.
Hours
40-hour week
(Targeted start date 9/1/2026)
Salary Range
$44,000/46,000 year
(Actual compensation will be commensurate with experience, education, and qualifications.)
Employee Benefits:
This full-time position includes a comprehensive benefits package, featuring annual, holiday, and sick leave. The University offers a generous suite of benefits, including tuition remission for both graduate and undergraduate courses at Mount St. Mary’s University, an employer-sponsored retirement contribution, and a robust paid time off program.
For a complete list of employee benefits, please visit: https://inside.msmary.edu/more/human-resources/index.html
Full time
