Athletics Administrative Coordinator

Murray State University

Murray (KY)

On-site

USD 20,000 - 28,000

Full time

11 days ago

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Job summary

Murray State University in Murray, KY invites applications for an Athletics Administrative Coordinator. The role supports the Executive Associate AD by handling office logistics, onboarding, purchasing, and HR processes within the Athletics Internal Operations department.

Ideal candidates will have strong communication and organizational skills, plus the ability to manage confidential information and complex timelines.

Qualifications

Bachelor's degree required.
Strong communication, leadership, organizational, and computer skills.
Ability to gather and analyze data, compile information, and prepare reports.
Knowledge of human resources concepts, practices, policies and procedures.

Responsibilities

Maintain Purchasing Card records for key members of departmental executive team. Conduct monthly reconciliations prior to submitting to the business office for approval.
Create, process, and monitor requisitions and invoices for assigned administrators. Work closely with procurement and accounting and financial services with any questions regarding invoices and payments.
Support the Executive Associate AD in the coordination and management of all aspects of exempt and non-exempt job searches for the department, including creating the posting in the applicant tracking portal, obtaining and submitting required forms, reviewing and submitting interview questions to HR for approval, and routing appropriate new hire paperwork for approval.
Handle confidential information from the Ohio Valley Conference (OVC), Missouri Valley Conference (MVC), Missouri Valley Football Conference (MVFC), and the National Collegiate Athletic Association (NCAA).
Draft game contracts for review by the Director of Athletics, Executive Associate AD, and University Attorney.
Assist in the preparation of employment contracts under the guidance of the Executive Associate AD.
Supervision of the federal student employee program.
Management and organization of all files for assigned sports, HR files, athletics game contracts, and annual HR reviews in accordance with University record and retention guidelines.
As a member of the Murray State University Athletic Department, you shall comply with all applicable NCAA rules and regulations.

Skills

Communication

Leadership

Organizational skills

Computer skills

Office procedures

Data analysis

Staff training

Calendar management

Problem solving

HR knowledge

Confidentiality

Administrative decisions

Time management

Education

Bachelor's degree

Job description

Posting Number

20270041NE

Job Title

Athletics Administrative Coordinator

Number of Vacancies

About Murray State

Located in the West Kentucky region, Murray State University is a public, comprehensive University which offers a low cost of living, low property taxes, and a four-season climate. Murray has a friendly, small-town atmosphere with locally-owned specialty shops and restaurants, an acclaimed community theater, art guild and award-winning public schools. The area is home to Kentucky Lake and Land Between the Lakes, a 170,000-acre National Recreation Area, which offers a wide-range of activities and amenities for residents and visitors alike. Located in close proximity to major cities and nearby access to Interstate 24, Murray is just a few hours from Nashville, St. Louis, Louisville and Memphis. Learn more about Careers at Murray State University.

About Murray State Benefits

Faculty and staff of Murray State University have access to a comprehensive benefits package including health insurance, retirement, tuition waivers, generous paid holidays, vacation, sick, and paid parental leave, as well as many other benefit offerings. Please refer to the Murray State Benefits page for more information.

Equal Opportunity Employment

Equal Opportunity Employer/AA. Murray State University does not discriminate based on race, color, national origin, sex, gender, identity, sexual orientation, religion, age, veteran status, disability or political or social viewpoint. All qualified applicants are encouraged to apply.

Type of Employment

Regular Full-Time

Work Location

Murray, KY

Employment Term

12 Months

Position Type

Staff - Non-Exempt (Hourly)

Department

Athletics Internal Operations

Summary of Job Duties and Responsibilities

The Athletics Administrative Coordinator reports to the Executive Associate AD with general office logistics, hiring procedures, game contracts, support for revenue sports, and other assigned duties. Support the onboarding process for all new employees in the department.

Maintain Purchasing Card records for key members of departmental executive team. Conduct monthly reconciliations prior to submitting to the business office for approval. Ensure reports are submitted timely and with correct documentation. Submit travel requests and travel vouchers for all assigned administrator travel, including conferences, official visits, off campus recruiting, special events, and any other NCAA permissible travel.
Create, process, and monitor requisitions and invoices for assigned administrators. Work closely with procurement and accounting and financial services with any questions regarding invoices and payments.
Support the Executive Associate AD in the coordination and management of all aspects of exempt and non-exempt job searches for the department, including creating the posting in the applicant tracking portal, obtaining and submitting required forms, reviewing and submitting interview questions to HR for approval, and routing appropriate new hire paperwork for approval.
Handle confidential information from the Ohio Valley Conference (OVC), Missouri Valley Conference (MVC), Missouri Valley Football Conference (MVFC), and the National Collegiate Athletic Association (NCAA).
Use various software applications, such as spreadsheets, databases, and graphics packages to assemble, manipulate and format data, reports and correspondence.
Establish, update, and maintain files, and records for the department.
Update all employee information for publication in various directories.
Notarize documents for the department as needed.
Perform a variety of tasks which requires a wide range of skills and knowledge of organizational policies and procedures.
Requisition supplies, printing, maintenance, etc. for Executive offices.
Support the Executive Associate AD in processing of open records request information for the department through the appropriate channels.
Sort, screen, review and distribute incoming and outgoing mail.
Maintain a working knowledge of OVC, MVC, MVFC, and NCAA rules and regulations.
Conduct orientation of all new employees and provide any necessary training.
Manage the departmental personnel files.
Coordinate the annual employee evaluations for the department under the guidance of the Executive Associate AD.
Assist in the preparation of employment contracts under the guidance of the Executive Associate AD.
Handle confidential employee information.
Supervision of the federal student employee program.
Assist Executive Associate AD as needed with information required for annual audits, reports, surveys, etc. for the MVC, MVFC, OVC and NCAA and others as requested.
Management and organization of all files for assigned sports, HR files, athletics game contracts, and annual HR reviews in accordance with University record and retention guidelines.
Draft game contracts for review by the Director of Athletics, Executive Associate AD, and University Attorney.
Responsible for other duties as assigned by Athletic Director within the scope of University policy
As a member of the Murray State University Athletic Department, you shall comply with all applicable NCAA rules and regulations as provided in the NCAA Division I Manual. If you are found in violation of NCAA regulations, you shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including suspension without pay or termination of employment for significant or repetitive violations.
Other duties as assigned.

Minimum Education Requirements

Bachelor's degree required.

Minimum Experience and Skill Requirements

Ability to work well with a wide array of constituencies such as students, faculty, administration, community, and media.
Strong communication, leadership, organizational, and computer skills.
Possess excellent office procedure skills.
Ability to gather and analyze data, compile information, and prepare reports.
Ability to lead and train staff and/or students.
Ability to maintain calendars and schedule appointments.
Ability to analyze and solve problems.
Knowledge of human resources concepts, practices, policies and procedures.
Ability to maintain confidentiality.
Ability to make administrative/procedural decisions and judgments.
Ability to establish priorities and effectively use time management skills.