Job Summary
Administrative assistant duties and responsibilities include providing administrative support to Athletic Director and athletic department to ensure efficient operation of the office. Supports the AD, Coaches, Sports Information Director through a variety of tasks related to organization, communication, sports teams and, alumni/donor relations. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May lead projects, game-days, fundraisers, and/or other department functions.
Responsibilities
- Greet all visitors, students, faculty/staff upon entering athletics with a friendly and considerate demeanor. Ensure one gets to the right place after entering athletics.
- Answer and direct phone calls/ voice mail & emails sent to Aggie Athletics. Maintain clean/clear contact list and sports directory.
- Organize & schedule meetings and appointments for AD. Assist / Attend all Aggie Athletic Events, such as game-days, fundraisers, community service and/or other department functions.
- Produce, distribute and record all purchases orders, forms and, mailings.
- Develop and maintain an organized filing system, order office supplies, initiative requisitions to replenish and receive/distribute mail.
- Prepare and monitor all invoices, record/track all departmental purchases, review p-card statements for accuracy per sport and provide monthly report to athletic director and assistant athletic directors.
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings, then, distribute out all minutes to staff to maintain open lines of communication
- Organize and manage all concession stand supplies and work schedule for all home events
- Any other duties assigned by the athletic director.
Qualifications
- Required: Associate’s degree
- Preferred: Bachelor’s degree
- Excellent time and management skills, ability to multi-task and, prioritize work.
- Attention to detail, problem solving, and excellent written and verbal communication skills
- Strong organizational and planning skills, proficient in following instructions and, handling multiple projects.
- Proficient in MS Office, Adobe, Box Out and, Stat Crew.
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Maintain a regular work schedule, communicate changes in concise and effective manner
About Oklahoma Panhandle State University (OPSU): OPSU is regionally accredited by the Higher Learning Commission and is the first public Hispanic Serving Institution in Oklahoma. The university is a baccalaureate degree granting institution located in Goodwell, Oklahoma. Rooted in “Progress through Knowledge,” OPSU is committed to promoting excellence in the preparation of students for success in a global community. Our university achieved multiple rankings by the 2023 U.S. News & World Report Best Colleges rankings: #3 Best Value Regional Colleges West; #8 Top Public Colleges for the Western Region; and #17 Best Regional Colleges West. U.S New and World Report also recognized OPSU as one of the top ten universities in Oklahoma, standing out of our affordable tuition rates.