Administrative Assistant II

Job Description:

Provides administrative support to facilitate the work of the Athletics Department.

The department of Physical Education and Athletics is committed to the development of an inclusive environment and we strive to advance diverse perspectives and approaches in carrying out the mission of Washington and Lee University.

Essential Functions:

• Answer and direct incoming calls, and traffic flow of students, faculty, staff, prospects and their families, alumni, and campus visitors.
• Coordinate travel arrangements for Athletic Director and Associate Athletic Director. Appointment setting and maintenance of Athletic Director and Associate Athletic Director calendars.
• Manage front desk performing various administrative tasks such as typing correspondences and maintaining administrative files for Athletic Director, Associate Athletic Director, 2 Assistant Athletic Directors, and approximately 50 coaches.
• Issue guest access passes to eligible applicants.
• Prepare and distribute confidential matters relating to faculty promotions, performance reviews, welcome letters, and Athletic Director correspondence.
• Prepare and distribute performance review forms to head and assistant coaches. Coordinate and prepare evaluations for end-of-season sports meetings for all head coaches or captains with Athletic Director.
• Prepare and pull end-of-the-season evaluations for sports teams in Form Administration.
• Work with Alumni Office, Facilities Management, and Athletic Communications to coordinate and plan for athletic events.
• Assist head coaches with recruitment searches for new hires. Work with Human Resources on all aspects of a job posting, confirmation with candidates, and final selection phases of the process.
• Serve as an advocate for the department and program, becoming well integrated within the broader activities of the department and program and developing a good grasp of the departments and program’s roles within the overall University mission and structure.
• Coordinate with any other department administrative assistant in the overall management of the office of Physical Education and Athletics. Understand and be able to carry out any administrative assistant duty or responsibility in the absence of an office colleague.
• Maintain membership renewals and departmental subscriptions such as NCAA Manuals, Women’s Leader in College Sports, National Association of Collegiate Directors of Athletics (NACDA), National Association of Div. III Athletic Administrators List Server, Chronicle of Higher Education, Marriott Rewards card membership, Virginia Sports Hall of Fame, American Alliance for Health, PE, Recreation, Dance; Alliance of Women Coaches, WeCoach, and other organizations as necessary.
• Arrange athletic van reservations, usage, mileage & maintenance reporting.
• Maintain the departmental intercollegiate game calendars and event management schedules. Assist Associate Director with 25Live system to manage indoor and outdoor athletic facilities.
• Assist in organizing and implementing special department functions such as retirement functions, and special anniversary functions.
• Other duties as assigned.

Work Schedule: This is an M-F position, 8:30-4:30, with occasional evening and weekend hours required as events dictate.

Minimum Qualifications: Associate’s degree and three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Bachelor's degree preferred. The applicant must be proficient in typing and word processing and know how to use Microsoft Office software extensively, including Word, Excel, Outlook, Google docs (or equivalent facsimile), and how to maneuver the internet. The applicant must have excellent proofreading, grammar, and spelling skills. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff, and students. Demonstrated ability to handle confidential and sensitive information. The ability to work with frequent interruptions and manage multiple projects, priorities, and deadlines. Previous experience in an academic setting is preferred.

Application Instructions:

Review of applications will begin on November 7, 2022, and continue until the position is filled Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on jobs.wlu.edu or here .

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here .

Physical Requirements:

• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
  
  
• Grasping: Applying pressure to an object with the fingers and palm.
  
  
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
  
  

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.