Employment Opportunities

Executive Assistant to the VP/Athletic Director and Coordinator of Administrative Operations & Coord of

Apply now Job No: 498702
Work Type: Staff Full Time (1500 hours or greater)
Location: Dayton, OH
Category: University Staff
Department: Athletics - 500000
Advertised:
Applications close:

Position Summary:

The Executive Assistant to the Vice President / Athletic Director and Coordinator of Administrative Operations will report to and provide high-level administrative support for the Vice- President and Director of Athletics office and coordinate the cross functional capability of the athletic director’s office among various direct reports, departments, committees, and functions. The office is responsible for leading the Athletic department and its student-athletes, head coaches, and administrative staff. The department has over 115 full-time employees, supplemented with a number of part-time and event staff, as well as student employees. There are currently 430 student-athletes representing 17 NCAA Division I sports. The selected candidate will support the coordination of strategic and operational initiatives that advance the Division of Athletics, as well as perform the traditional administrative and executive support functions for the office. The expectations include a high degree of professionalism and confidentiality. Athletics contests, events, and issues often occur on nights, weekends, and holidays. As a result, reasonable accessibility and availability is needed. Specific duties include but are not limited to:
- Provide administrative and executive support functions for the Athletic Director such as daily and long-range calendars management, travel, files and records, coordinate scheduling, agendas, presentations, and meeting minutes for important meetings and functions, and prepare briefing materials for meetings and events.
- Serve as acting secretary for the Athletics Committee of the Board of Trustees and the Athletics Advisory Committee.
- Performs a variety of special projects, tasks, and assignments, with some highly confidential or sensitive in nature.
- Serve as the primary point of contact for the Vice-President and Athletic Director’s office for all campus offices and external constituents, along with screening and prioritizing communications.
- Coordinate logistics of transportation, lodging, venue sites, and food for special events hosted by the Athletic Director’s office.
- Support Athletic Director’s office on key strategic priorities and initiatives by supporting and completing initiatives and projects that may include data driven research, industry trends, and peer group comparisons through gathering and analyzing financial and athletic performance data.
- Manage hiring process for leadership roles reporting to the Athletic Director and other key positions and serves as liaison between the campus HR office and Athletics' managers on hiring and onboarding processes.
- Design dashboards and other visualizations that help distill complex information into simple, presentation format.

UD Athletics employees are expected to comply with all laws, policies, rules and regulations governing the University, the NCAA, and the Atlantic 10 Conference.

Minimum Qualifications:

A bachelor degree with a minimum 5 years of full time professional experience in a senior administrative or project management capacity
Excellent organizational skills and high attention to detail with the ability to anticipate needs and priorities with urgency and confidentiality.
Demonstrated ability to successfully interact and respond to other offices and leadership roles both internally and externally.
Demonstrated ability to build and maintain successful business relationships with a wide array of people from diverse backgrounds.
Strong working knowledge of Microsoft Office Suite, with Excel proficiency
Successful experience in preparing well organized reports and presentations, and the ability to communicate effectively – both verbally and in writing.
Experience with human resources and hiring practices.
Able to work some evening, weekend and holiday hours if needed.

Preferred Qualifications:

Ability to demonstrate strong analytical and quantitative skills
Able to demonstrate experience working with confidential and highly sensitive information.
Able to demonstrate being a self-starter with critical thinking, interpersonal and problem-solving skills
2 + years experience working with senior management executives
2 + years experience with committee or governing board meeting minutes, agendas, and materials
2 + years experience in public accounting, consulting, or field related to successful completion of projects and initiatives that require detail and accuracy
Knowledge of and sensitivity to a Catholic Marianist work environment
Ability to demonstrate success in roles requiring execution of multiple tasks while responding to multiple priorities
Proven ability to work with efficiency and flexibility
Professional demeanor with high ethical standards and self-discipline

Special Instructions to Applicants:

Applicants must be authorized to work in the United States on a full time basis.

Closing Statement:

Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of race, color, national origin, religion, sex, sexual orientation or gender identity.

 

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