This position reports to the Assistant to the Athletic Director
Serve as the initial contact for the Boston College Athletic Administration office for student-athletes, coaches, staff, alumni, parents, and other visitors. Provides direct administrative support to the executive staff (primarily) and athletic director (secondary and for those duties not handled by the Assistant to the Athletic Director).
Works with Athletic staff to include executive staff, senior staff, coaches, Business office, Facilities, ITS, Dining Services, and student-athletes as well as the general student population and other staff within the University.
Deals and interacts with a variety of groups to include parents, alumni, ticket holders, office supply vendors, and the general public, serving as a professional representative of the Boston College Athletic Department with a clear knowledge of the Department, programs, teams, coaches, schedules, conferences, campus and the University.
Office & Administrative Support: Provides direct administrative support to the executive staff. Manage the certain members of the executive staffs’ calendar and schedule including helping coordinate meetings with various constituencies; coordinate all travel arrangements (air, hotel and ground transportation) for the executive team and assist with executive staff presentations/projects including the production of PowerPoint presentations. Manage the front office of the Athletic Department Administrative Office; ensure adequate coverage of the reception area at all times to promote positive impression of BC Athletics; answer main Athletic Department phone numbers and take appropriate messages while responding with clear knowledge of the Department, programs, teams, coaches, schedules, conferences, campus and the University; maintain office inventory including on-line supply ordering, office stationery/envelopes, copier, fax machine and kitchen, coolers and conference room supplies; document and send staff correspondences in a timely manner; monitor and update division and season directories and related databases including department staff listing and distributes appropriately; and schedule, train, and manage student work studies.
Ensure all office operations are being conducted and adhering to University and Division operating procedures.
Internal Operations/Logistics: · Assist Sr. Associate AD for Business and Administration with various Human Resource functions including monitor and update databases and forms (i.e. vacation forms, new hire forms and completions, emergency contact sheets); prepare and properly distribute new staff welcome packets and orientation needs; help revise and update job descriptions; assist in the administrative functions related to the annual review process; and serve as a backup to the Fiscal Assistant for various HR actions (i.e. inputting requisitions and ECR and compile and disseminate merit increase letters); and maintain confidentiality in regards to employment and compensation data. · Fueling Station Oversight: oversight of ordering and scheduling of restocking.
Projects/Events: · Assists in organizing and hosting game-days, receptions, banquets, division celebrations and other events as scheduled. · Assists in the coordinating of game-day luxury suites and building/campus tours. Requires some non-traditional work hours including weekends.
Support to revenue sport alumni engagement efforts led by the Sr. Associate AD for Football and Alumni Relations. This includes support of:
o Football golf outing
o Football, basketball and men’s ice hockey season alumni gatherings (teams and individual honorees)
o Jersey retirement celebrations
o Varsity Club Hall of Fame induction
Ability to exercise good judgment and prudent decision making skills utilizing knowledge of University policies and procedures and Athletics priorities and goals. A team player able to interact effectively with others utilizing expertise to identify, analyze and resolve various concerns presented by a wide variety of groups and organizations: student-athletes, coaches, general student population, university staff, booster clubs, alumni, donors, ticket holders and other external groups. Ability to use discretion, tact and professionalism in handling confidential information.
Serves as a professional representative of Boston College Athletics and Boston College. · Other duties as assigned.
Minimum of two years of progressively responsible administrative experience.
Prefer prior experience in athletics. An understanding of Athletic Compliance a plus. Professional level administrative experience preferred
Must be available to work weekend hours along with some extended workdays to accommodate athletic events.
Available on-call to respond to issues.
*A team player with ability to collaborate with co-workers to ensure a positive team environment
*Strong attention to detail
*Excellent verbal, written and interpersonal communications skills
*Strong organizational and time management skills
*Ability to multitask, demonstrate flexibility and respond to changing priorities
*Ability to be proactive and anticipate the need to complete work responsibilities to ensure the efficient operation of the office
*A customer-focused approach and ability to work properly and professionally with confidential information
*Proficiency in MS Office, including PowerPoint, office technology, social media and related communications channels
This position is required to perform all duties and responsibilities in compliance with all NCAA, ACC and institutional rules and regulations.
Additional Salary Information: Salary commensurate with relevant experience.
About Boston College
Boston College is a leading national Jesuit, Catholic university, enrolling 9,000 undergraduates and close to 5,000 graduate and professional students. Located six miles from downtown Boston, the University has approximately 680 full-time faculty and 2,300 full-time employees, an operating budget of $767 million, and an endowment of $1.5 billion.
Boston College is an affirmative action, equal opportunity employer
For more information and to apply online please visit our website at www.bc.edu/bcjobs