Executive Assistant to Athletic Director

Job description

Thank you for your interest in LSU New Orleans. Once you start the application process, you will not be able to save your work, so you should collect all required information before you begin. The required information is listed below in the job posting. You must complete all required portions of the application and attach the required documents in order to be considered for employment. Department Intercollegiate Athletics Job Summary This position will assist the Athletic Director (AD) in all administrative tasks and special projects, to include oversight for the day-to-day operations of the Office of the Athletic Director. Job Description RESPONSIBILITIES: Management of the Office of Athletic Director: (20%) Provide customer service by answering main phone line(s), checking, and returning voicemails, directing calls and/or messages to appropriate departments. Assist in planning and managing the administrative budget for the Office of the AD including travel, supplies, professional development, professional services, etc. Serves as a member of the Athletics Executive Team, reporting to the Athletic Director. Calendar & Meetings: (20%) Manage the AD’s schedule and information for meetings, speaking engagements, athletic events, and special events. Coordinate travel arrangements including flights, car rentals and/or car service, hotel reservations, and manage reimbursements post-travel for executive staff. Schedule meetings with various department heads, coaches, and/or teams throughout the year. Track the AD’s ticket, credential, and parking information for home, away, Southland Conference, NCAA-related, and other miscellaneous events. Human Resources: (20%) Develop, manage, and lead the process for the hiring, onboarding, and existing of student workers, temporary, part-time, periods of appointment, and full-time employees. Provides assistance, interpretation, guidance, and consultation to unit leaders on people, policies, guidelines, programs, and practices. Oversee the administration of people programs including, but not limited to, compensation, benefits, leave, performance management, recognition, engagement, morale, and wellness. Special Projects: (15%) Assist with the planning and management of student-athlete focused events, such as the Student-Athlete Career & Networking Night, Welcome Back, Breakfast of Champions, The BrUNO’s Award Show and more. Oversee the creation and management of the Privateer Summer Job and Internship Program by developing the strategy, recruiting the partner companies and matching their needs with our student-athlete population. Oversee the management of BrUNO’s Kids Club, an exclusive membership-only club for kids 12 and under designed to connect youth to the college experience at LSU New Orleans. Communication/Correspondence: (10%) Prepare routine and recurring correspondence for the AD. Correspond internally and externally on behalf of the AD. Review and analyze incoming emails, letters, and memos to determine their significance and plan for distribution. Assist with communication to the Chancelor’s office and other members of the Executive Cabinet, the Southland Conference Office and/or the NCAA. Business Services: (10%) Assists the Deputy Director and Business Affairs with day-to-day handling of operations. Provide support for the Athletics Department travel, assisting coaches and staff with airfare, hotel, and rental vehicles. Assist with Workday online operations. Other (5%) Report to the AD and take directions including other duties assigned by that position. Remain in compliance with LSU New Orleans Athletics, Southland Conference, and NCAA rules and regulations. Observe and adhere to LSU New Orleans, LSU system, State of Louisiana, Southland Conference, and NCAA policies and procedures. Promote the advancement of the University’s vision and support the University’s mission through the process of promoting and publicizing the institution’s 14 Division I Athletic programs. Attend and work games and contests, as needed, which may require work on nights and weekends. REQUIRED QUALIFICATIONS: Bachelor's degree. Minimum of 3 years of professional experience as an Executive Assistant or Administrative Assistant in a fast-paced environment, or experience in recruiting, marketing, events, human resources, or communications. Ability to work flexible hours including nights, weekends, and travel as needed. DESIRED QUALIFICATIONS: Master’s degree. Minimum of 5 years professional experience for a Division I intercollegiate Athletics Department. Required Attachments Please upload the following documents in the Resume/Cover Letter section. Detailed resume listing relevant qualifications and experience; Cover Letter indicating why you are a good fit for the position and LSU New Orleans; Names and contact information of three references; Applications that do not include the required uploaded documents may not be considered. Posting Close Date This position will remain open until filled. Note to Applicant: Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications in their cover letter. The search committee will use this information during the initial review of application materials. References will be contacted at the appropriate phase of the recruitment process. This position may require a criminal background check to be conducted on the candidate(s) selected for hire. As part of the hiring process, applicants for positions at LSU New Orleans may be required to demonstrate the ability to perform job-related tasks. LSU New Orleans seeks to recruit a highly productive workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.