Administrative Assistant, Athletics Position Available In Stone, Mississippi

Administrative Assistant, Athletics Job Description

GENERAL STATEMENT OF FUNCTION

Incumbent Is responsible for fulfilling the secretarial duties and responsibilities inherently associated with the office of the Perkinston Campus Dean of Athletics. The incumbent will report directly to the Perkinston Campus Dean of Athletics.

Job Duties General Duties:

1. Adhere to all College policies and procedures. 2. Maintain an effective working relationship with college personnel, students, and the community. 3. Upgrade skills and enhance performance through professional development. 4. Work independently or as part of a team. 5. Demonstrate exceptional adherence to work schedules and office hours. 6. Represent the Perkinston Campus, the Athletic Department, and Mississippi Gulf Coast Community College in a positive manner.

Specific Duties:

1. Maintain operating budgets for all athletic accounts in real-time. 2. Utilize word processing skills to produce letters, memorandums, reports and minutes from rough drafts, dictated notes, or recordings via transcribing machine related to all sports programs and Bulldog Club. 3. Process telephone calls in an effective and efficient manner. 4. Initiate and compose routine correspondence. 5. Maintain an accurate and complete filing system. 6. Maintain office supplies. 7. Assist with the purchasing process for equipment and items for Athletics & the Bulldog Club. 8. Handle travel arrangements, such as booking overnight accommodations and flights, and preparing the necessary paperwork to secure college vehicles. 9. Monitor department expenditures, maintain expenditure records, and initiate and prepare budget-related paperwork. 10. Prepare and/or process check requests, purchase requisitions, travel vouchers, and other forms as needed. 11. Prepare monthly procurement card statements. 12. Maintain inventory for major and minor equipment for the department and stay up to date on inventory procedures. 13. Schedule meetings and coordinate arrangements for refreshments, meals, audio-visual equipment, and other requirements. 14. Assists the Dean of Athletics and coaches in planning and implementing functions and carrying out routine responsibilities. 15. Complete necessary tasks in Banner and update Banner skills as needed. 16. Maintain complete records for all hiring packages for job vacancies under the Dean of Athletics. 17. Maintain time cards and leave requests for Athletic personnel, enter personal leave, medical leave, and compensatory time monthly into Banner. 18. Prepare special contracts and/or contract addendums when required. 19. Assist the Dean of Athletics with maintaining athletic Scholarship compliance through the NJCAA Letter of Intent System. 20. Assist with the annual revision of publications such as the student handbook and college catalog. 21. Serve as a public relations representative for Mississippi Gulf Coast Community College and the Community College system. 22. Supervise and/or participate in Athletic events as assigned by the Dean of Athletics. 23. Supervise student workers and, when assigned, office personnel in lower levels. Recruit, assign, and organize student-workers for game days in all sports. 24. Assist with the completion of the Fall and Spring Financial Aid report for Athletics. 25. Coordinate all Athletic Council meetings. 26. Assist the Dean of Athletics with keeping the Athletic Handbook up to date. 27. Assist the Dean of Athletics with his or her responsibilities outlined in the Campus Emergency Action Plan. 28. Prepare reports, as assigned for the Board of Trustees Meetings. 29. Assist with Bulldog Club and Junior Bulldog Club functions. 30. Assist with Athletic Hall of Fame Banquet, Fall and Spring Athletic Banquets, and the In The Blue fundraiser. 31. Assist the Institutional Advancement Department in gathering information for and updating the College Athletic Website. 32. Maintain the daily operations of the Athletic Department in absence of the Dean of Athletics. 33. Perform other duties as assigned by the Dean of Athletics and/or the Vice President of the Perkinston Campus. Mandatory Qualifications (M1) Associate’s degree. (M2) Four years of office work or secretarial experience. (M3) Documented training and/or experience in the operation of personal computers. (M4) Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Access, and PowerPoint). (M5) Excellent written and interpersonal communication skills. (M6) Familiarity with and a passion for working in an athletic environment. Desirable Qualifications (D1) Bachelor’s degree. (D2) Experience working in a community college or university setting. (D3) Demonstrated experience with SCT Banner software. (D4) Records dictation and/or types at 60 words per minute. (D5) Supervisory experience. (D6) Demonstrated understanding of the commitment needed to operate a successful athletics department. EEO Statement Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, color, religion, national origin, sex, pregnancy, age, or qualified disability in its programs and activities. For further information, contact the Compliance Officer P.O. Box 609, Perkinston, Mississippi, 39573, telephone number 601-528-8735, email address compliance@mgccc.edu.

The College:

The Mississippi Gulf Coast Community College District serves a four-county area with three major campuses, the Community Campus and four centers including: Perkinston Campus, Perkinston, MS; Harrison County Campus, Gulfport, MS; Jackson County Campus, Gautier, MS. Additionally, Mississippi Gulf Coast Advanced Manufacturing and Technology Center, Gulfport, MS; Keesler Center, Biloxi, MS; West Harrison Center, Long Beach, MS; and George County Center, Lucedale, MS. State and regional associations accredit Mississippi Gulf Coast Community College, and several programs are accredited nationally. Offerings include academic, technical degree, vocational skill and adult continuing education programs. Classification Staff