Assistant Director, Administration

4 weeks ago

Orlando, Florida, United States teamworkonline Full time
Reporting to the Deputy A.D., Administation & Engagement / CFO, the position assists in managing the day-to-day internal operations of the executive team with accountability to projects directly related to the mission / values / goals of the department. Position requires working with confidential information independently and in a variety of administrative functions while implementing and maintaining administrative policies and procedures.

Responsibilities include, but not limited to:
  • Coordinate administrative activities between the executive team, their respective departments, and external contacts (campus, donors, vendors, etc.) Participates in programming and serves as a liaison where appropriate.
  • Engage in the preparation, tracking, and cataloging of contracts (game contracts, etc.) for executive team, sport administrators and legal department within UCFAA. Includes uploading of contracts and facilitating the signature process within records management system. Serve as a records manager within Athletics and University guidelines.
  • Collaborate with travel partner and Athletics Business Office in the preparation and reconciliation of executive team business travel in compliance with Athletics' travel policies and procedures. Includes the securing / payment of transportation, lodging, registrations, etc., as well as the initiation of reimbursements where appropriate.
  • Actively manage / track multiple operating budgets. Prepare purchase orders, requisitions, and vendor payments in alignment with business office policies and procedures. Order office supplies for management team as needed.
  • Provide daily calendar/schedule support for the management team members as needed. Prepare and distribute meeting documents as appropriate.
  • Assist in the collection of data and other information in the scheduling, preparation and organization of UCFAA Board of Directors and related meetings.
  • Develop and manage the master calendar of UCF meetings spaces and visitor spaces. Organize and manage common space for UCFAA staff in the Roth Athletics Center, including mail distribution and supply ordering.
  • Coordinate telephone and mail correspondence on behalf of the Vice President / Director of Athletics and Executive Team. Serves as primary point of contact for the Management Team within Athletics, receiving and directing guests and visitors to the department.
  • Other duties as assigned.

Minimum qualifications:
  • Master's degree in an appropriate area of specialization; or
  • Bachelor's degree in an appropriate area of specialization and two (2) years of appropriate experience.

Preferred qualifications:
  • Proficiency in both MS Office
  • Previous experience in an Athletics or University setting
  • Strong attention to detail, interpersonal and organizational skills

Due to the nature/scope of Athletics and Athletics events, position requires attendance at scheduled home games / matches, which may require work during evenings, weekends, and holidays, as well as the ability to stand / walk for extended periods of time.
As a staff member of UCF Athletics, the selected candidate will be a person of integrity and character who shares a commitment for customer service and knowing / complying with NCAA, Conference, and institutional rules as they apply to the UCF Athletics program.

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