Title: Senior Administrative Coordinator for Athletics
Position Purpose:
The Senior Administrative Coordinator is responsible for providing broad administrative support for the Director of Athletics. The Coordinator provides administrative support for the division, oversees the day-to-day operations of the Department of Athletics, and provides front-line guidance and assistance to students, parents, coaches, and staff. The Coordinator manages the workflow for all processes and procedures related to the operations of the office.
Job Duties:
Coordinates and provides administrative support for the director, associate and assistant directors, and coaches when necessary.
Manages the schedules of a number of staff, including the Director of Athletics and Senior Associate Director of Athletics.
Organizes, coordinates, and schedules registration efforts and facility usage for multiple summer athletic camps.
Manages booking of field space for varsity, club, and intramural sports as well as for off-campus requests and coordinates these efforts in conjunction with the assistant director of athletics.
Coordinates coaches and team travel schedules, and acts as liaison to our bus company for team travel, including regular season and NESCAC and NCAA championships.
Gathers team schedules and monitors changes to schedules, communicating changes to necessary staff members.
Tracks student-athlete statuses and information and updates databases accordingly.
Tracks and maintains student Physical Education requirement fulfilment spreadsheets.
Available for infrequent evening/weekend work at major athletic events.
Completes and processes various external forms including vendor contracts.
Generates contracts for home athletic contests and sends them to opponents; monitors return of contracts for home and away athletic events.
Provides general assistance to students, faculty, and staff for questions or concerns that arise.
Provides a welcoming, friendly, and open environment while serving as the front-line staff member in the office, triaging phone calls and visitors to the office.
Monitors and updates the content of Athletics-affiliated websites.
Assists in monitoring of the office and team budgets, orders office supplies, and processes invoices and reimbursements. Coordinates equipment and building repair or cleaning requests.
Collaborates with other Student Affairs front-line staff to provide appropriate coverage for Student Affairs-affiliated offices.
Assists in the coordination of staff search committees and coordinates hiring processes as necessary.
Updates digital signage and message boards throughout campus for athletic department.
Works with Athletics communications staff to assist in promotion and coverage of Bates student-athletes.
Assists with marketing and promotion of athletics events and communicates with sponsors on occasion.
Collaborates with other team members to address organizational needs and participates in a variety of projects on Athletic-related programs and practices.
Ensures consistency, communication and collaboration in a small yet complex environment.
Maintains an active network of other Administrative professionals.
Seeks and participates in professional development activities.
Minimum Qualifications:
Education
Bachelor’s degree or an equivalent combination of education and experience will be considered.
Experience
5+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment.
Experience working with multiple constituencies in sometimes difficult and stressful situations.
Skills and Knowledge
Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community
High level of flexibility and adaptability with the ability to self-motivate and prioritize tasks.
Ability to manage a complex office environment with frequently shifting tasks and priorities.
A personality that lends itself to the student development process.
Excellent communication (written, verbal and presentation) skills.
Ability to proofread and edit various types of documents including those for wide distribution and those with sensitive information.
Strong interpersonal skills with ability to develop and maintain collegial relationships with clientele such as students, staff, faculty and community partners.
Exceptional organizational skills and attention to detail.
Ability to maintain confidentiality when dealing with sensitive student and personnel information.
Ability to work independently and handle multiple priorities with minimal supervision.
Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, PowerPoint).
Willingness and ability to learn additional applications as needed.
Ability and willingness to work weekends, evenings and other non-traditional schedules.
Personal commitment to excellence and the mission of a top-tier small liberal arts college.
Benefits:
Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace.
Equal Employment Opportunity Statement:
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at [email protected].
About Bates:
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.
Founded in 1855, Bates is one of the nation’s leading liberal arts colleges, with a long history of commitments to principles of human dignity and diversity.Since its inception, Bates has been a coeducational, nonsectarian, residential college with special commitments to academic rigor and to programs and opportunities by qualified learners of all backgrounds. Historically, Bates students and graduates have linked education with service, leadership, and obligations beyond themselves.Bates has highly competitive admission, graduates over 90% of its entering students, and over half of its alumni earn graduate degrees. Bates has 1,700 students, 200 faculty members and 550 staff and administrative employees.The College is proud of its strong involvements in the Lewiston-Auburn communities, Maine’s second largest urban area, with a population of approximately 65,000. Bates is located on a beautiful, 109-acre, traditional New England campus in Lewiston, Maine, a lively small city enjoying an exciting economic and cultural revitalization. With an engaged citizenry, lively arts scene, and historic downtown, this walkable city is 35 miles north of Portland, 140 miles north of Boston, and 340 miles north of New York City.
