JOB SUMMARY
This position provides administrative support for department as assigned.
MAJOR DUTIES
Provides support for departmental leadership for office operations; delegates, assigns, or provides administrative support for the assigned area.
Schedules, plans and organizes meeting and special events; reserves meeting location and directs the preparation of facilities.
Corresponds with external officials, communities and institutions on behalf of the athletic department; prepares correspondence.
Answers telephone and greets visitors in a cordial manner; provides information and assistance; takes messages and schedules appointments.
Coordinates travel arrangements; prepares detailed itineraries.
Assists in coordinating the development of program or department budgets; administers and monitors approved budgets; processes invoices for payment.
Assists in the coordination on university athletic contracts.
Assists in placing sport attributes and athletic department related holds on student-athlete accounts.
Record minutes for all athletic department meetings.
Assists with personnel management functions as assigned; processes employee paperwork for new hires, terminations, and status changes.
Facilitates office communications with the campus community; responds to requests for information from the public, department personnel, and other university personnel.
Prepares and maintains records; prepares letters, tables, reports, forms, memorandum, and other documents.
Assists in processing and tracking purchase order requests; processes related vendor invoices and tracks payments and maintains purchase order status.
Assists in processing, tracking, and coding purchasing card charges; reconciles purchase card statements.
Processes travel claims.
Supervises and provides staffing support for full time, part time and student personnel as assigned, trains and directs clerical and student employees, prepares student time reports.
Exercises discretion and independent judgment with respect to matters of significance.
Assist Senior Associate AD with coordination of personnel policies and procedures; including submittal of payroll stipends, providing support to coaches and staff during new employee hire or status change process and on-boarding new employees and SA’s to digital process, maintaining system for requesting disbursements and executing processes to disburse funds.
Oversee P-Card use of the department, including issue and cancellation of cards as well as review of transactions for accuracy before delivering to Senior Associate AD and AD for approval.
Create reports to analyze financial information.
Submit graduate assistant applications and football GA fund requests
Submit employment forms and motor pool requests.
Schedule game day workers for all football and basketball home games
Submit facility reservation requests.
Performs other duties as assigned.
Must be able to maintain regular attendance.
KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of university policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of university purchasing policies.
Skill in the operation of computers and job-related software programs.
Skill in oral and written communication.
Skill in the provision of customer service.
SUPERVISORY CONTROLS
Departmental leadership assigns work in terms of general instructions. Complete work is spot-checked for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include department and university policies and procedures; university purchasing procedures. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
The work consists of related administrative and management duties. Diversity of duties, the need for accuracy, and frequent interruptions contribute to the complexity of the position.
The purpose of this position is to coordinate office operations for the department. Success in this position contributes to the efficiency and effectiveness of those operations.
CONTACTS
Contacts are typically with co-workers, other college personnel, students, faculty, vendors and members of the general public.
Contacts are typically to provide services, to give or exchange information, or to resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or while intermittently sitting, standing, bending, reaching, or stooping. The employee occasionally lifts light objects and may need to distinguish between shades of color.
The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
This position has the direct supervision over student personnel as assigned.
MINIMUM QUALIFICATIONS
Knowledge and level of competency commonly associated with completion of bachelor’s degree and two (2) years of complex administrative support experience.
PREFERRED QUALIFICATIONS
Experience with software such as: Banner, CSGold, TouchNet, etc.
2-4 years of Administrative support experience or equivalent.
Athletics:
What does this mean? Each employer must submit their own time for leadership approval. Prepares bank deposits.
Is responsible for scheduling appointments and maintaining the Athletic Director’s calendar.
Tracks expenditures and informs the director of discrepancies.
Prepares daily bank deposits.
Tracks facility class schedules, special events, room assignments, and places work orders.
Trains staff, schedules time, and approves time for the front deck/office staff as assigned.
Maintains office supply inventory; reorders as needed.
Annual salary: $39,828.00 with excellent benefits, including generous leave time.
Anticipated hire date: 08/17/2026
Applications will be accepted until 08/15/2026.
NOTE: Posting will close to applicants at 11:59 p.m., CST, on the date above. An application cannot be changed after it has been submitted. To complete the application process, it is critical to create a profile.
Notice to applicants
It is Northeastern State University’s policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original Social Security card will delay the hiring process and ability to begin employment. Applicants must be currently authorized to work in the United States on a full-time basis.
