Administrative Specialist for Men's Basketball - Hoya Athletics

Washington D.C.
May 08, 2018
May 31, 2018
Full Time
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Administrative Specialist for Men's Basketball - Hoya Athletics

The Administrative Specialist administers and organizes the day to day operations of the Men's Basketball office, and facilitates the communication among staff members  Reporting to the Head Coach for Men's Basketball, the Administrative Specialist has duties that include but are not limited to:

Administrative Support to the Men's Basketball Coaches & Staff

  • Serves as liaison, responding for coaches and staff through verbal and/or written communication to a wide variety of inquiries.
  • Performs research to gather information and provide accurate briefings.
  • Manages the coaches and staff complex calendar, independently committing to action; determines priorities of meetings and chooses between conflicting engagements.
  • Communicates tactfully and diplomatically with a diverse group of people requesting appointments.
  • Reviews and monitors all mail, including confidential and highly sensitive correspondence, and responding directly or drafting responses accordingly.
  • Ensures that the coaches and staff's calendars are appropriately annotated when mail is related to meetings.  Maintains working files according to subject noting deadlines.
  • Coordinates appropriate paperwork and travel arrangements including transportation, hotel accommodations, meeting registration, etc., for the Head Coach.
  • Prepares itineraries.

General Office Support to Men's Basketball Staff

  • Provides clerical support to the Assistant Coaches and Director of Operations, for example, typing, filing, photocopying, scheduling appointments, and distributing correspondence.
  • Provides support for special project, as assigned.
  • Produces a wide variety of documents using word processing and graphics applications - mainly the basketball newsletter and recruiting documents.
  • Drafts documents, assuring correct sentence structure, punctuation, formatting, spelling, addresses, and titles. 
  • Maintains individual and office filing systems in order to find documents and correspondence on a moment's notice.


  • Receives all incoming telephone calls for the Men's Basketball Office, tactfully screening and acting as a resource/referral personal providing information to persons regarding matter involving Men's Basketball; takes messages or transfers calls to appropriate individuals as necessary.
  • Performs word processing; creates spreadsheets; maintains currency of the Men's Basketball recruiting database, the alumni database, and  the Friends & Family database; creates and mails-out of the Men's Basketball Newsletter; schedules appointments; and handles mail.
  • Generates correspondence letters to recruits, including questionnaires and weekly game articles. 
  • Cultivates and maintains a knowledge of NCAA rules, particularly those pertaining to the recruitment of prospective student-athletes. 
  • Creates and maintains a scrapbook of each season with newspaper clippings. 
  • Orders supplies for the office and handles the invoices,
  • Handles communication with University and external individuals, and the development and administration of projects. 
  • Serves as the primary point of contact for internal and external constituencies, and coordinates the planning of meetings and events. 


  • High school diploma or equivalency
  • 1 to 3 years of administrative experience and progressive experience in MS Office applications.
  • Knowledge of administrative and clerical procedures and systems
  • Ability to operate office equipment such as fax machines, copiers, and phone systems, and to use computers for spreadsheet, word processing, database management, and other applications
  • Ability to set up and maintain paper and electronic filing systems for records, correspondence, and other material
  • Knowledge of and commitment to principles and processes for providing quality customer service
  • Strong interpersonal skills, excellent communication skills, both written and verbal
  • Ability to prioritize and perform multiple tasks simultaneously with moderate supervision
  • Ability to develop constructive and cooperative working relationships with others and maintain such relationships over time
  • Ability to effectively interact with University officials, representatives of the NCAA and Big East, alumni, donors and the general public
  • Reliability, responsibility, and dependability - in particular, regarding work schedule
  • Attentive to detail, effective and efficient in multitasking, and a customer service orientation

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

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