Administrative Assistant III-Athletics

Grinnellcollege; Grinnell (IA); On-site; USD 40,000 - 54,000; Full time

Job summary

Grinnell College is seeking an energetic Administrative Assistant III to support the Director of Athletics and Recreation. The role provides confidential administrative support, coordinates scheduling, and serves as the primary contact for the Director’s office while maintaining relationships with campus offices and external partners.

The position requires strong communication, organization, and data reporting skills, with the ability to handle confidential information and coordinate with HR,

Qualifications

• High School diploma or GED required.
• 7 years of progressively responsible administrative/office/operations experience.
• Ability to organize multiple priorities, projects, and deadlines independently.
• Strong written, verbal, and interpersonal communication for varied audiences.
• Solid organizational, project-coordination and problem-solving skills.
• Ability to handle confidential information with discretion.
• Experience collecting, organizing, maintaining, and reporting data.
• Ability to collaborate across organizational levels and functions.

Responsibilities

• Provide administrative and operational support to the Director of Athletics.
• Coordinate cross-functional projects and initiatives.
• Manage the Director of Athletics and Recreation’s calendar and scheduling needs.
• Serve as primary administrative contact for the Director’s office.
• Maintain effective relationships with campus offices, NCAA contacts, and external partners.
• Coordinate information and maintain confidential records.
• Serve as liaison between Athletics and academic support services.
• Coordinate recruiting, onboarding and professional development with HR, ODEI and department leadership.

Skills

Communication skills

Organization

Project coordination

Discretion/judgment

Data reporting

Interdepartmental collaboration

Education

High School diploma or GED

Bachelor's degree

Job description

Grinnell College is currently seeking an energetic, motivated, and well-organized Administrative Assistant III to support our Director of Athletics and Recreation. The Administrative Assistant III performs advanced and confidential administrative duties requiring broad and comprehensive experience, skill, and knowledge. Likely to be the first point of contact for individuals and organizations interacting with the Athletics Office, the Assistant is expected to provide excellent communication, analytical, and logistics support, both in-person to visitors of the Athletic Department and in e-mail and phone interactions. The Assistant must be able to handle inquiries and route them to the appropriate parties. The Assistant’s work requires tact, discretion, customer service, a collaborative spirit, an ability to prioritize, critical judgement, and efficiency. The Assistant reports to and works daily with Director of Athletics and Recreation and will provide logistics and analytical support. The Assistant is expected to develop a thorough understanding of the Directors preferences, responsibilities, and methods. Must have the ability to deal with ambiguity and the need to be flexible.

Key Responsibilities

• Provide administrative and operational support to the Director of Athletics
• Coordinate cross-functional projects and initiatives
• Manage the Director of Athletics and Recreation’s calendar, meetings, commitments and other scheduling needs.
• Serve as primary administrative point of contact for the Director’s office
• Maintain effective working relationships with campus offices, conference representatives, NCAA contacts, peer institutions and other external partners/stakeholders.
• Coordinate information and maintain confidential records.
• Serve as liaison between Athletics and appropriate academic support services.
• Work with HR, ODEI and department leadership to coordinate recruiting, hiring, on-boarding and professional development within the department.

Minimum Qualifications

• High School diploma or GED
• 7 years of progressively responsible administrative, higher education/athletics/operations/project coordination or related experience.
• Demonstrated ability to independently organize and manage multiple priorities, projects, and deadlines.
• Strong written, verbal, and interpersonal communication skills with the ability to prepare professional materials for varied audiences.
• Demonstrated organizational, project-coordination, and problem-solving skills.
• Ability to exercise sound judgment and discretion when working with confidential personnel, student, financial, and institutional information.
• Experience collecting, organizing, maintaining, and reporting data and information.
• Demonstrated ability to work collaboratively with individuals across organizational levels and functional areas.
• Proficiency with standard office, collaboration, scheduling, data, and reporting technology.

Preferred Qualifications

• Bachelor's degree.
• Experience working in higher education, intercollegiate athletics, or a similarly complex organization.
• Experience within an NCAA-affiliated athletics department.
• Familiarity with NCAA or athletic conference processes, compliance requirements, or student-athlete eligibility processes.
• Experience supporting senior-level administrators and coordinating complex departmental or institutional projects.
• Experience with data reporting, dashboards, budget tracking, and administrative systems.