USCAA

The responsibilities of the Administrative Assistant for Intercollegiate Athletics include but are not limited to: providing administrative support for Assistant and Associate Directors of Athletics, and head coach support, assisting with NCAA compliance responsibilities, athletics business office responsibilities, collaboration on special events/initiatives and organization and management of special projects. .

Essential Duties:

Administrative Support:

• Provide administrative and clerical support to the Assistant and Associate Athletic Directors including but not limited to:
  -Scheduling diverse and complex appointments, meetings and travel
  -Develop, collate, write and format materials for presentations
  -Coordinate and reconcile various expense charges and reimbursements
• Perform varied and special projects as designated by the Assistant and Associate Athletic Directors in the areas of NCAA compliance, special events/initiatives and business operations.
• Assists with intercollegiate initiatives and projects independently and/or collaboratively with intercollegiate administration to define project scope, goals and deliverables.
• Provides support for intercollegiate unit work: convenes meeting space and/or audio-visual reservations and set ups, creates meeting agendas, takes and distributes minutes.
• Plans, facilitates and coordinates meetings for intercollegiate administration, pre-season meetings, coach meetings, end of season meetings .
• Assist with event planning, supervision of club events, and intramural games as needed.
• Manage documents and meeting schedules for club sport teams and intramural league managers.
• Assist with annual review of intercollegiate handbooks, documents and resources including updates and production .
• Assist coaches with room reservation for team and recruit meetings.
• Assist coaches with clerical and sports administration specific systems and processes.
• Provide administrative support for intercollegiate athletics search committees and on-boarding processes.
• Other duties as assigned.

  
  Compliance:

  1. Assists with monitoring compliance and eligibility systems and processes including but not limited to: eligibility certification, roster management, tracking NCAA mandated sexual assault prevention education, charging seasons of eligibility, preparing and documenting hardship waivers for review and submittal to NEWMAC, updating and maintaining student-athlete portal and forms
  2. Organize distribution and review of NCAA declaration forms.
  3. Create and distribute NCAA compliance education under the direction of the Director of Compliance.
  4. Document internal compliance policies and processes.
  5. Other duties as assigned.
  
  Special Events/Initiatives:
  1. Provides support for intercollegiate post season championship hosting as directed including but not limited to: championship bid document development, contest committee support, contest document tracking, and work with other DAPER units to distribute varsity contest information to participating institutions.
  2. Assists with planning for designated special events, such as Coach Welcome Back, sexual assault prevention training, Campus Preview Week and/or DAPER Gateway.
  3. Assist with administrative, annual start-up, regular season, post season, and annual end-of-season activities (student-athlete surveys, health and vitality surveys, team meetings) for intercollegiate athletic programs.
  4. Support intercollegiate administration with fall pre-season/IAP/spring break logistics (e.g. meals, housing, orientation schedules/FPOPs).
  5. Provide administrative support for assessments and designated committee work.
  6. Other duties as assigned.
  
  Business Operations:
  1. Assist with the management of and in conjunction with head coaches and DSL Human Resource Administration and Director of Athletics the onboarding and off-boarding procedures for assistant coaches. (e.g., application ID cards, background checks, NCAA sexual assault prevention training education and all MIT HR requirements).
  2. DAPER intercollegiate on-boarding resource.
  3. Coordinate and reconcile various expense charges and reimbursements.
  4. Other duties as assigned.
  
  Supervision Received:

  Supervision is received by the Assistant and Associate Athletic Directors.

  Contacts Required to Perform Duties:

  MIT Athletics Department contacts include Sports Administration, DAPER Communications, Promotions and Marketing, Sports Medicine, Sport Performance, Equipment, Facilities, Human Resources and DSL Business Office. MIT contacts include Admissions Office, Alumni Office, Insurance and Legal Affairs, Procurement, Advancement Offices, Risk Management, Registrar, Student Financial Services .

  Experience:

  • 3 years administrative experience preferred. Previous experience in athletics is preferred.
  • Strong organizational and communications skills and the ability to manage multiple projects simultaneously.
  • Advanced knowledge of Microsoft Office, including on-line calendar software; experience with compliance and eligibility management software and/or management database systems desirable.

  Skills:

  • Accuracy and attention to detail are essential skills.
  • Ability to independently organize, prioritize, and carry out detailed procedures with minimal supervision. Initiative, resourcefulness, and ability to manage work is critical.
  • Must exhibit tact, maturity and sound judgment in handling confidential information. Excellent communication and interpersonal skills required; as are proficient writing, editing, and proofreading skills.
  • A flexible approach to the working environment is necessary as some weekend and evening work will be required.

  Employment is contingent upon the successful completion of a background check.