Assistant to Athletic Administration

Assistant to Athletic Administration


Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Primary Duties and Responsibilities:

Job Title: Assistant to the Athletic Administration

Department: Athletics

Reports to: Director of Athletics/ Associate Director of Athletics

Status: Full-Time, Benefit Eligible

Location: Lisle Campus

Position Summary: This position is responsible for oversight and administration of day to day business operations within the Athletic Department. This position reports to the Athletic Director and the Senior Associate Athletic Director.

Essential Job Responsibilities:

1. Answer department of athletics phone inquiries, typed and electronic correspondence which includes: all business paperwork, all deposits for sport programs and ticket sales and all other daily operational activities. Scan all business paperwork and save in the appropriate and corresponding file on the shared drive; deliver paperwork to the human resource department, university business office and payroll department across campus. Collaborate with the University Business Office on purchasing, budget, finance, travel, and accounts payable issues and communicate with coaches and administrators regarding any of the above.

2. Assist with athletic development in writing thank you letters for all athletic donations, assist in managing ETS with entering donations for both the Lisle and Mesa campus and updating athletic administration weekly with up-to-date donation totals, both overall and per sport program and department.

3. Organize the travel schedule and the transportation list for all University Athletic teams while maintaining detailed records of usage of vehicles. Communicate travel schedule with coaches, staff & administration.

4. Serve as the primary resource for the coaching staff during the completion of paperwork for purchasing, travel, contracts, etc. Coordinate all sport program check requisitions, purchase orders, documentation and work flow in accordance with University policies and procedures. Maintain specific records and implement a detailed tracking system for all daily operation and budget records. Ordering and inventory all general office supplies.

5. Coordinate and manage special projects as assigned by the Director of Athletics, including any NCAA or NACC projects and reports.. Assist in the planning and execution of athletic development events.

6. Monitor building traffic; observing and implementing the policies of identification of department of athletics guests. Serves as the point person by providing direction and assistance to department guests. Contacts appropriate department staff for assistance when immediate needs are required.

Other Functions:

1. Adherence to all Benedictine University and Division of Student Engagement policies and procedures. Work independently and creatively within established guidelines, while at the same time functioning as a member of a team.
2. Attend departmental and University related meetings and events.
3. Strong leadership, administrative, planning and presentation skills, including oral and written communications
4. Work in coordination with University offices and departments to coordinate and facilitate program needs, serve on University committees as needed.
5. Maintain high level of organization and ability to manage multiple tasks.
6. Ability to attain goals through knowledge of regulation and accreditation requirements, as well as incorporate best practices into initiatives.
7. Ability to create a culture of collaboration with all campus constituents.
8. Experience working in the areas of inclusion, diversity, equity and/or access
9. Employs sound project management practices, methodologies, and principles to accomplish work.
10. Proven ability to organize information; assess, utilize and navigate online platforms; and conduct detailed data analysis and develop reports based on data
11. Demonstrated ability to handle confidential and sensitive situations and matters with diplomacy and superior judgement.
12. Ability to complete high-level analysis of data.
13. Demonstrated analytical, conflict resolution, and problem-solving skills.

Required Qualifications:



Education: Bachelor's Degree Required, Master's Degree Preferred

Experience: Knowledge and experience in all aspects of fundraising, marketing and donor/ customer relations in a university or corporate environment.

Specific Skills: Microsoft Office, Outlook and Excel knowledge.

Specific Knowledge, Licenses, Certifications: Yes. Organizational skills, writing and typing skills, interpersonal skills, data entry and budget management skills and demonstrated supervisory skills.Valid driver’s license; CPR/First Aid/ AED certification; Knowledge of NCAA Division III Rules and Regulations, applicable laws, rules, regulations related to direct marketing and web-based campaigns in an Athletics environment.

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Use of computer screen, phone and customer service. May require bending, or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Travel (If applicable): No

Supervisory Responsibility (if applicable): Yes. Student Workers

Working Conditions: Office environment. Nights and weekends required.

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Benedictine University is an Equal Opportunity Employer.