Assistant Director, Athletics Administration

Position Focus :

Reporting to the Director of Athletics, the Assistant Director, Athletics Administration provides high level administrative support including, but not limited to, event planning and execution, travel management, scheduling and managing complex calendars, preparing and distributing materials for meetings, preparing and formatting reports and / or presentation material, screening / routing calls, organizing and maintaining electronic and paper files, and assisting with various projects in support of the Athletics Department. Assists the Director of Athletics in the day-to-day operations of the Athletics Department. Handles oversight of Director’s social media presence and monitoring.

Monitors and controls the calendar and time commitments of the Director, evaluating and prioritizing requested meetings and managing complex schedules to accommodate needs.

Serves as a liaison and represents leadership regarding administrative tasks with multiple offices and departments across the University. Establishes, cultivates and maintains effective working relationships with both internal and external constituencies, providing executive, administrative and analytical support and planning initiatives for the department as well ensures timely and effective communications between and among internal and external constituents

Researches and triages requests to appropriate individuals and / or units as needed. May provide support in the absence of other senior staff. Serves as a project manager for assigned tasks, keeping the Director / informed on the status of the project. Responsible for administering, tracking, updating and collecting all coaches contracts.

Independently responsible for oversight, hiring, coordination and all decisions as it relates to running and shaping the departments of the comprehensive internship program. Decides on all professional development allocations and training sessions for the department when new policies and practices are adopted . Contributes to short-term and long-range administrative planning for the department.

Actively participates in the analysis, recommendation and implementation of business process improvement efforts to ensure operational effectiveness as necessary and / or appropriate. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic, and a professional demeanor and appearance. Looking for someone who is interested in growing and developing their career in an athletics environment.

Essential Duties

1. Oversees the advancement and growth of the program. Gives direction and leadership supporting the philosophy, mission, strategy, and annual goals and objectives. Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program. 2. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 3. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. Develops the metrics to identify and measure the success of the program. Responsible for measurements of grant success and related evaluation. 4. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. Develops and manages the program’s operating budget. 5. Develops the administrative infrastructure of the program. Manages human resource and administrative functions of the program, including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 6. Investigates, identifies, implements, and oversees the maintenance of systems to gather, track, and report information to support the initiatives of the program. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. 7. Initiates, designs, and manages the compilation of program communications; identifying outreach potential, and promoting philanthropic and collaborative support of the program. Contributes to the development and assists in the management of content on the program’s website and monitors all changes and additions to the editorial content. 8. Performs other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in a related field and four years of related experience or an equivalent combination of education and demonstrated experience.

Required Skill / Ability 1 :

Demonstrated high-level administrative support skills, including calendar management. Flexible and ability to quickly identify and handle urgent priorities, including taking steps to resolve problems effectively. Ability to adapt and respond positively to unique, unforeseen or unusual circumstances.

Required Skill / Ability 2 :

Customer service oriented; team player; strong interpersonal skills; positive attitude and constant professional demeanor and appearance. Ability to plan and resolve administrative conflicts, and prioritize in a complex and dynamic environment.

Required Skill / Ability 3 :

Demonstrated initiative and follow-through on projects, taking ownership for assigned functions. Highly organized, detail-oriented and thorough. Thoughtful and creative in planning and accomplishing the work.

Required Skill / Ability 4 :

Strong demonstrated written and oral communication skills, with highly developed skills in Microsoft Office (Outlook, Word, Excel, PowerPoint) and ability to proof documents for consistency in formatting. Ability to compile and present basic data.

Required Skill / Ability 5 :

Demonstrated reliability and dependability, as well as excellent attendance record and strong work ethic. Ability to maintain composure and professional demeanor in difficult or stressful situations.

Preferred Education, Experience and Skills :

Demonstrated experience working in an athletics or fast-paced environment. Demonstrated experience with coordinating travel and managing complex calendars.

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.