Administrative Assistant- Physical Education & Athletics IV (.75 FTE)

Position Information

Position Information

Job Posting Number S00559
Position Title Administrative Assistant- Physical Education & Athletics IV (.75 FTE)
Department Physical Education Department-1134
Job Category Staff Posting
Position Type Part-Time
Position Details

Posted on February 14, 2018

The Wesleyan Athletic Department, located in the Freeman Athletic Center, a state-of-the-art-facility, is a member of the prestigious New England Small College Athletic Conference (NESCAC). The Department sponsors 29 varsity sports. Athletics plays an integral part in a Wesleyan scholar–athlete’s liberal arts education. Highly trained and dedicated faculty-coaches, administrators and staff work collaboratively and tirelessly to assist student-athletes in reaching their academic and athletic goals.

Reporting to the Director of Athletics, the administrative assistant is responsible for providing administrative support to the director, and the Physical Education Department faculty and staff.

Responsibilities include:

Represent the department appropriately to a variety of constituents in writing, on the phone and in person. Establish effective relationships with staff, faculty, students, and other Wesleyan departments, and the general public.

Support director of athletics: coordinate meetings, book travel (flight, hotel, transportation), manage Outlook calendar; coordinate and track annual advertisers mailing for football magazine; prepare other correspondence as requested.

Assist with the reconciling of pcards. Process revenue and gift deposits, A/P vouchers, travel reimbursements and other financial transactions. Determine pre-season team meal charges for internal operations.

Coordinate schedule, assignment and payments to third-party vendor for ref officials for 13 varsity sports; manage game day changes.

Manage notification process of bi-monthly gift reports from University Relations and process thank you letters to donors.

Assist with NCAA Compliance: collect signed athlete statement and contract using FrontRush; complete and submit annual NCAA sport sponsorship and demographic forms; process bi-monthly athlete eligibility using PeopleSoft; maintain rosters; and, coordinate recruiting visits.

Oversee gym locker and user pass program for new and renewing members. Assign lockers and issue passes.

Coordinate annual awards: process certificates, order letters, pins, trophies and other athletic awards.

Support faculty admission liaison: gather and maintain athletic rated athletes for early decision and regular decision.

Coordinate and provide logistics for training’s, workshops, and Scholar Athlete dinner.

Coordinate departmental mailings to parents and other bulk mailings.

Attend monthly staff meetings and take minutes.

Order office supplies as needed.

Perform other duties as assigned.

This is a Grade 4 position in the secretarial/clerical bargaining unit. This position works a total of 1365 hours per year: Approximately 28 hours per week for 48 weeks per year.

Minimum Qualifications

Associates Degree and eight years related experience. Related experience and training may be substituted for educational requirement.

Demonstrated attention to detail.

Demonstrated expertise in Word, Excel and Email.

Proven ability to manage multiple tasks

Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds.

Preferred Qualifications

Demonstrated experience writing letters or reports.

Demonstrated experience with database management.

Experience in higher education environment.

Management Competencies Not Applicable
Competencies Action oriented, Customer focus, Functional/technical skills, Organizational skills, Respects diversity, Commitment to sustainability
Special Instructions to Applicants
Additional Information

Any and all offers to external applicants for an administrative assistant or union position are contingent on the candidate’s completion of a pre-employment background check screening and computer skills assessment to the satisfaction of Wesleyan University

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please tell us about your experience multitasking and staying on track through constant interruptions. What are some of the tools you use to stay organized.

    (Open Ended Question)

  2. * Please describe your experience with event management and logistics.

    (Open Ended Question)

  3. * Please describe your experience with using PeopleSoft or other similar systems used to manage data.

    (Open Ended Question)

  4. * Please tell us how you specifically heard about this position? ( e.g CareerBuilder, LinkedIn, Higher Ed, InsideHigher Ed, CT.Jobs etc.)

    (Open Ended Question)

Optional & Required Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents