Administrative Assistant

Jul 26, 2018
Aug 15, 2018
Full Time


The Administrative Assistant oversees Athletics’ day-to-day operations to ensure timely and accurate completion of department work. Manage office operations as well as the client traffic including students, alumni, faculty, staff, and community partners for the Athletic Department.
This position is responsible for the administrative functions that directly support athletic department staff and programming for students and staff. The position also provides executive support of Marymount’s Director of Athletics and Recreation. The position may supervise student and temporary employees.

• Implements a system to ensure that bills are paid in a timely manner and that appropriate accounts are billed and an organized filing system maintained.
• Works with Sport Administrators and coaches to resolve any billing issues.
• Reviews all debit card reconciliations and reimbursements for accuracy submitted by respective staff, ensuring that all reconciliations and reimbursements are submitted in a timely manner.
• Resolves invoice issues while working with A/P and purchasing to ensure that University policies are implemented, and manages a central purchasing function which includes processing requisitions and blanket purchase orders.
• Spends time educating the department on the proper procedures for purchasing goods and services.
• Completes and submits new hire paperwork and any personnel transaction forms to HR.
• Ensures that office supplies are ordered in a timely manner.
• Oversees a very large paperwork flow through Marymount Athletics, ensuring its timeliness and accuracy.
• Provide executive assistance to the Director of Athletics and Recreation which may include scheduling, drafting correspondence, and minute taking at key meetings.
• Oversee planning of special events for Athletics; Assist with the coordination of events and programming logistics such space reservations, space setup, ordering promotional items, greeting of clients, ordering event food and beverages, etc.
• Supervise, train, and evaluate student office assistants that support the office administrative functions.
• Maintain the office spaces and inventories of office supplies, equipment, furniture, software, technology, and other related items.
• Assist with camp coordination and roster management as needed
• Assist coaches with scheduling of transportation and game contracts
• Perform other duties as assigned.

Minimum Qualifications

Education, Experience and Training:
A Bachelor’s Degree and 2-5 years related work experience in office administrative, clerical, operations work, or athletics.
Knowledge, Skills, and Abilities:
• Experience managing purchasing functions, working with external vendors and suppliers
• Experience operating in a fast-paced and educational environment
• Excellent communication skills with the ability to be a team player
• Availability and willingness to provide support outside normal business hours. Occasional weekend and evening hours may be required.
• Excellent communications and interpersonal skills.
• Proficient in computer software applications including Windows and Microsoft Office Suite Word, Excel, Outlook, PowerPoint, and other related software packages
• Ability to maintain confidentiality and respond to changes in a timely manner.
• Experience with higher education and/or athletics preferred.

Preferred Qualifications

Special Notes to Applicants

Application materials must be received by

Open Until Filled Yes

University Profile

Marymount is a comprehensive Catholic university that emphasizes the liberal arts, career preparation, and personal and professional development. Consistently rated #1 or 2 among regional universities in the South for its diverse student body , Marymount serves nearly 4,000 undergraduate and graduate students. The university’s location in suburban Arlington, Virginia, offers easy access to the rich resources and international, cultural, and ethnic diversity of the nation’s capital. Marymount University is an Affirmative Action/Equal Opportunity employer.

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