Job Listings

Administrative Assistant to Director of Athletics and Director of the Orange & Blue Club

Company:
Gettysburg College
Job Location:
Gettysburg, 17325
Category:
Administrative Assistants
Type:
Full-Time
Department: Athletics Office

Position Summary

Gettysburg College, located in historical Gettysburg, Pennsylvania, is seeking an Administrative Assistant to Director of Athletics and Director of the Orange & Blue Club. This is a full-time, non-exempt (hourly) position reporting to the respective directors. Responsibilities of the position include:
  • Maintains Athletic Director's calendar, coordinating with internal and external constituents and senior administrators, in a fast-paced, changing environment. Also provides scheduling and logistical support for head coaching staff, as needed, as well as for the Director of the Orange & Blue Club.
  • Directs students, parents, alumni, and others with a wide variety of concerns and requests to the appropriate offices and works independently to assess and respond to inquiries on behalf of both directors.
  • Creates Zoom meeting links and supports hybrid meetings, as needed, as well as schedule space reservations through 25 Live.
  • Helps plan and coordinate events and meetings such as beginning of the year athletic staff retreat, monthly department staff meetings, senior student-athlete celebration, end of year staff celebration and annual Hall of Athletic Honor banquet over Homecoming Weekend and annual Orange and Blue Golf Classic over Reunion Weekend.
  • Works with the Department of Donor Relations and Stewardship to edit, process and mail donor letters from the Executive Director of Athletics and Recreation.
  • Prepare agendas, gather information and write minutes of athletics staff meetings and Orange & Blue Advisory Council.
  • Provides support for all ticketed athletic department events such as Centennial Conference Swim Championships and other home Centennial Conference and NCAA post-season contests.
  • Sends emails to various constituents on behalf Executive Director of Athletic and Recreation and Director of Orange and Blue Club using Engage or Outlook.
  • Help manage student employment, manage inventory/order supplies for the entire department. Also, monitors the maintenance of the department machines, such as the copiers and printers.
  • Drafts and edits written materials including donor correspondence and other communiques on behalf of the Director of the Orange & Blue Club.
  • Performs other duties to assist with special and ongoing activities of the Athletic Department & College Advancement and other duties as assigned.
Gettysburg College sponsors 24 varsity sports, with over 500 student athletes competing in Division III of the NCAA. The Orange & Blue Club is the primary fundraising arm of the athletics department.

Qualifications

A high school degree or equivalent is required, and an associate's degree preferred. A minimum of two to three years in administrative services is highly desirable.

Special Instructions Summary

Application materials received by July 12th will receive full consideration. The position will remain open until filled.

The following knowledge is required for the successful completion of position duties: a variety of computer software application programs (word processing, spreadsheets, e-calendars, e-mail), electronic and manual file establishment and maintenance, and general office principles and practices. Broad knowledge of domestic travel booking and coordination. Knowledge of proper grammar usage.

The following demonstrated abilities are required to successfully perform the duties of the position: handle a variety of tasks simultaneously with a close attention to detail; prioritize multiple work demands; strong organizational skills, provide excellent customer service; handle confidential information in the appropriate manner; work with detailed information on a consistent basis; maintain a high level of accuracy in communications; think and react appropriately to a variety of circumstances; be flexible with changing needs of the office, be a team player but able to work independently; learn new computer software applications with ease; work effectively in a stressful environment; support the work of a small number of professionals; work with high volumes of electronic mail in an appropriate manner and work overtime on an as needed, scheduled basis. Excellent written and verbal communication abilities are essential.

Posting Number: 20100919A

EEO Statement

Gettysburg College, an equal opportunity employer, complies with all applicable federal, state, local laws and regulations regarding nondiscrimination. All qualified applicants will receive consideration for employment and admission. The College prohibits discrimination and harassment, and provides equal opportunity without regard to race, ethnicity, color, religion, national origin, disability, veteran status, marital/familial status, possession of a General Education Development Certificate (GED) as compared to a high school diploma, sexual orientation, gender identity, gender expression, sex, age, or genetic information in all aspects of employment, educational programs, activities, and admissions. Pursuant to Title IX of the Education Amendment of 1972, Gettysburg College prohibits discrimination on the basis of sex (i.e., which includes but is not limited to the prohibition of sexual misconduct and relationship violence, including sexual assault and harassment) in all of its educational programs and activities.
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