Job Description

Primary Purpose of Position
The position is responsible for supporting the football staff of ten (10) coaches and over eighty (80) student-athletes. Tasks involve several steps and require the selection of the most appropriate action with procedural and operational guidelines. Employee must possess in-depth knowledge of Athletics policies, procedures, and information systems in order to process and communicate the information to coaches and students. Duties include, but are not limited to, summarizing and reconciling information, records management, data collection, inventory, and fund collection or expenditures.
Primary Function of Organizational Unit
The Intercollegiate Athletics Department is consistent with the mission of the University to provide an intellectual environment where students develop a sense of identification, belonging, responsibility, and achievement that prepares them for leadership and service in regional, national and global communities. The Department of Athletics provides a comprehensive program of intercollegiate competition as an integral part of the total educational experience for all students.

The Intercollegiate Athletics Department embraces the principles of competitive excellence, sportsmanship, diversity, ethical conduct, and amateurism while facilitating the academic objectives of student-athletes. The department complies with all conferences and association rules and regulations while ensuring equal opportunity and access for all students and staff who desire to associate with the Intercollegiate Athletics Department without regard for race, color, national origin, gender, age, disability or religion.
Work Hours 8:00AM - 5:00PM; Monday - Friday
Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
Key Responsibilities and Related Competencies
Required Competency Communication - Verbal/Written
Duties
Greet visitors/staff as appropriate. Answer phone and handle calls as appropriate. Reviews and generates sensitive and confidential contracts, reports, and correspondence on the behalf of the athletic teams and other duties as assigned. Dictate minutes for monthly staff meeting.
Required Competency Knowledge - Program
Duties
This position trains new coaches on travel, Procurement Card, and Travel Card policies and procedures for sports as assigned; communicates with coaches on team competition to maintain game contracts & hotel agreements; processes game guarantees; gathers information to create requisitions in AggieMart for various athletic staff including coaches. Follow-up in AggieMart to ensure purchase orders are paid.

Monitors submission, routing, and approval process for team travel for various athletic teams. Process and tracks student-athlete activities of travel cards during team travel.

Coordinates travel arrangements including airline tickets, hotel reservations, and rental cars to process in ChromeRiver. Audit and complete post-travel forms and submit to appropriate personnel. Prepares requests for and reimbursements of travel.

Maintains continual and thorough familiarity with all applicable NCAA, Conference, and University rules, policies, and regulations.
Required Competency Information/Records Administration
Duties
Establishes, organizes and maintains filing systems. Organizes and coordinates office support activities of daily workflow for Athletics Administrative staff as needed. Review mail and distribute to the appropriate area as needed. Performs computer applications in Microsoft Word, Access database programs, Excel, Adobe Acrobat, AggieMart, ChromeRiver, and Works; and assist staff with these applications as needed. Assist with orders and distribution of office supplies as needed. Provides direction, guidance, and training as necessary in the fulfillment of the travel cards for student-athletes and staff.