Sr Admin Support - AVP Athletics

Utah-Valley-University; Orem (UT); On-site; USD 42,000 - 56,000; Full time

Job summary

Utah Valley University is seeking a Senior Administrative Assistant to provide comprehensive administrative support for the Athletics Department. The role involves office management, scheduling, documentation, data handling, HR support, and preparing digital presentations while upholding university policies.

Ideal candidates will have strong communication, problem-solving, and organizational skills to manage multiple priorities in a confidential environment, contributing to the department’s

Qualifications

• Bachelor's degree and 1 year of related experience, or an associate's degree with 3 years of related experience, or a combination totaling five years.

Responsibilities

• Provide comprehensive administrative support to the Director and Associate Director of Athletics.
• Create job postings for the Athletics Department and coordinate the hiring process.
• Manage contractual service payments and ensure timely processing of payments.
• Coordinate preparation of contest agreements through AdobeSign and maintain game contracts database.
• Oversee assets distribution and inventory controls for security and accuracy.
• Lead planning and organization of departmental events and ensure smooth execution.
• Respond to and manage requests from coaches and staff; handle calls and inquiries.

Skills

Office administration

Organizational skills

Communication skills

Interpersonal skills

Problem-solving skills

Attention to detail

Time management

Education

Bachelor's degree + 1 year experience

Associate's degree + 3 years experience

Tools

Microsoft Office Suite

Google Workspace

AI systems

Job description

At Utah Valley University, the Senior Administrative Assistant plays a vital role in supporting the success of the department through organization, professionalism, and trusted administrative expertise. This position offers the opportunity to work independently on a variety of complex and confidential projects, coordinate essential services, and serve as a key resource for faculty, staff, students, and campus partners. Ideal candidates will enjoy a dynamic environment where attention to detail, problem-solving, and strong communication skills are valued and where their contributions directly support the university's mission of student success and community impact. If you are looking for a rewarding role that combines responsibility, collaboration, and meaningful work in higher education.

Responsibilities

• Provide comprehensive administrative support to the Director and Associate Director of Athletics. Including but not limited to office management, scheduling and coordination, communication, documentation, data management, financial tasks, human resources support, creating digital presentations and customer service.
• Create job postings for the Athletics Department. Coordinate the hiring process, including scheduling interviews and communicating with candidates. Assist with onboarding new hires and ensuring compliance with university policies.
• Manage contractual service payments and ensure timely and accurate processing of payments. Ensure all payments are processed in accordance with university policies and procedures.
• Coordinate preparation of contest agreements through AdobeSign. Ensure all contractual obligations are met. Maintain a database of all game contracts.
• Oversee the distribution, monitoring and verification of departmental assets including computers and key assignments to ensure secure access and maintain accurate records.
• Lead the planning and organizing of departmental events as needed. Ensure all events run smoothly and address any issues that arise.
• Respond to and manage requests from coaches and staff. Ensure timely and accurate completion of requests. Answer and direct incoming calls and inquiries.

Graduation from an accredited institution with a bachelor's degree and one year of experience related to the summary of duties; or an associate's degree and three years of experience related to the summary of duties; or any combination of education and/or experience totaling five years.

Knowledge

• Office Administration: Understanding of office management procedures and systems.
• Corporate Policies: Familiarity with company policies, procedures, and organizational structure.
• Communication: Knowledge of effective communication practices, both written and verbal.
• Project Management: Basic understanding of project management principles and tools.

Skills

• Technology: Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and AI systems. Ability to learn new technologies quickly.
• Organizational Skills: Ability to manage multiple tasks, prioritize, and meet deadlines.
• Communication Skills: Excellent written and verbal communication skills for drafting correspondence, reports, and presentations.
• Interpersonal Skills: Strong ability to interact professionally with executives, partners, and staff.
• Problem-Solving Skills: Ability to anticipate needs, identify issues, and develop effective solutions.
• Attention to Detail: High level of accuracy and attention to detail in all tasks.
• Time Management: Efficiently managing one’s own time and the time of others.

Abilities

• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
• Adaptability: Flexibility to adapt to changing priorities and work environments.
• Initiative: Proactive approach to tasks and the ability to work independently.
• Multitasking: Capability to handle multiple responsibilities simultaneously.
• Decision-Making: Ability to make informed decisions quickly and effectively.
• Customer Service Orientation: Strong focus on providing excellent service to internal and external stakeholders.