26 days old

Athletics Scheduling Assistant

Loyola University Maryland - Baltimore, MD
Baltimore, MD 21210
  • Job Code
Under the direct supervision of the Associate Athletic Director, the Athletics Scheduling Assistant will support the operations for the Athletic Department and specifically the Ridley Athletic Complex focusing on schedule management, administrative support, office management and the supervision of student staff.

Schedule Management:
Maintain the Athletic Department scheduling calendars, including practice, competition, rental and other facility usage. Maintain the electronic and paper back up of the athletic department schedule. Coordinate the distribution and follow up on game contracts. Coordinate the distribution of visiting team guides and tailgating information. Coordinate the collection of any and all required insurance certificates or other waivers for all facility rentals. Coordinate billing for facility rentals. Assist with the coordination of facility rentals with appropriate university departments (campus safety, event services, catering, environmental services, etc.). Assist with the communication of schedule changes as appropriate.

Administrative Duties:
Provide general administrative support to the athletic programs at the Ridley Athletic Complex. Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries or refers callers to others as appropriate. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background materials. Prepares, proofreads and revises manuscripts, correspondence, charts, forms, and other material from copy or notes created by others using word processing and other computer programs and equipment. Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Corrects and calls deviations or inadequacies to writer's attention as deemed appropriate. Establishes and maintains complex filing and database systems. Enters, updates, and retrieves information stored in files and databases. Customizes special reports, as requested. Researches, analyzes and summarizes information and source materials for reports and communicates findings orally and in writing. Schedules appointments and engagements without prior clearance, as requested. Makes arrangements and coordinates meetings. May attend meetings and prepare notes, as requested. Makes arrangements for travel and other purchasing (office supplies) as requested and independently performs required administrative follow-up and recordkeeping, including travel arrangements and expense reconciliations for administration.

Office Management
Manage the Ridley Athletic Complex athletic office to insure that any office issues are reported to the correct university department. Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment. Supervise staff of student workers at the Ridley Athletic Complex.

Performs all other duties and responsibilities as assigned or directed by the supervisor.
For more information visit https://careers.loyola.edu/

Associate's Degree
1-3 years of program or administrative support experience
- Ability to communicate effectively, both orally and in writing.
- Ability to work as a self-starter and self-motivator and to work independently and yet collaboratively with multiple individuals involved in the development process.
- Ability to apply sound judgment and conduct oneself with integrity.
- Ability to behave in a manner that ensures the confidentiality of the information and data available.
- Ability to work constructively, stay focused and productive, and to multitask while performing development activities.
- Ability to plan, organize and prioritize assignments.
- General knowledge of event scheduling and procedures.
- Advanced computer skills, particularly with database management software (including Microsoft Office and University Scheduling software)
- Ability to establish and maintain effective working relationships. Ability to interact with people at all levels of the organization.
- Flexible hours, including some evenings and weekends, may be required
- Excellent organization skills
- Ability to work autonomously
- Excellent interpersonal skills
- Excellent written and oral communication skills
- Ability to work with multiple, conflicting priorities
- Ability to support the mission and values of a Catholic Jesuit education, as well as University goals for institutional diversity.



Posted: 2022-04-21 Expires: 2022-05-22

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Athletics Scheduling Assistant

Loyola University Maryland - Baltimore, MD
Baltimore, MD 21210

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