Administrative Assistant - Athletics

Position Description & Details

Help keep BSC Athletics moving, organized, and game-day ready!

Bismarck State College is seeking an Administrative Assistant - Athletics to provide exceptional administrative support to the Athletic Department and help create a welcoming, responsive experience for student-athletes, coaches, staff, and the community. This position plays an important role behind the scenes-keeping schedules, finances, events, communications, and daily operations running smoothly.

If you're organized, resourceful, people-oriented, and enjoy a fast-paced environment where no two days look exactly alike, we'd love to have you join the team!

What You'll Do

Provide Administrative Support to the Director of Athletics and Coaches

• Manage daily Athletic Office operations and serve as the first point of contact for students, staff, and the public.
• Maintain athletic schedules, departmental files, contracts, payroll documentation, scholarship information, and other records.
• Coordinate department purchasing, purchase card reconciliation, invoices, payments, and external athletic accounts.
• Handle cash banks and income receipts for concessions, admissions, camps, and athletic events.
• Coordinate athletic department meetings and maintain meeting records.
• Maintain and update the athletics website, including schedules, rosters, photos, press releases, and news.
• Coordinate with Financial Aid and Academic Records regarding student-athlete scholarships and enrollment requirements.
• Assist with maintaining the student-athlete 12-credit hold process.
• Initiate coaching contracts and payroll orders for head and assistant coaches.
• Support athletic enrollment goals through responsive communication and effective administrative coordination.
• Assist colleagues with office equipment, software, and technology-related needs.

Prepare for Athletic and Fundraising Events

• Prepare and track game and officials' contracts.
• Coordinate scheduling and facility logistics for athletics, campus departments, and outside organizations.
• Schedule event workers for home contests and postseason tournaments.
• Order and maintain inventory of concessions, equipment, and athletic supplies.
• Generate fundraising requests, event registration forms, promotional materials, and communications for camps.
• Work with the Public Relations department and campus partners to promote athletic programs and events.
• Provide direct support and assistance to student-athletes as needs arise.

Support Department Operations

• Participate in professional development, job-related training, and campus committees.
• Maintain strict confidentiality when handling student, financial, and departmental information.
• Bring fresh ideas and a spirit of innovation to improve processes, efficiency, and the student-athlete experience.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• Appropriate associate degree and/or five years of demonstrated related work experience in office administration, senior executive support, or school/higher education/departmental management.
• Proven experience in budget tracking, monthly reconciliation, invoicing, and purchasing card processing.
• Demonstrated background in facility/event space scheduling, logistics management and supply inventory maintenance.
• Excellent telephone receptionist, and visitor greeting skills.
• Proficient with computer software programs (Microsoft Word, Excel, e-mail, and electronic calendar), data entry databases, and strong keyboarding skills with keen attention to detail and proofreading.
• Exceptional time management, multitasking, and organizational skills with a proven ability to priorities independently in a fast-paced environment.
• Excellent interpersonal skills, conflict resolution, and courtesy in working with the public, employees, and students.
• Excellent written communication skills.
• Good organizational skills and the ability to attend to details.
• Disciplined, professional, and able to maintain high levels of confidentiality and handle sensitive student/financial records.
• Ability to work independently with minimal supervision as well as collaboratively with a team.
• Ability to plan, direct, delegate, and review the work of support staff or student workers in the department.

PREFERRED QUALIFICATIONS

• More than 5 years' experience in a comparable position within higher education, a public school district, or athletic administration.
• More than 5 years' experience in managing office operations, staff schedules and complex event logistics.

BENEFITS

COMPENSATION: $38,965-$48,706 based on education and directly related experience; Nonexempt

100% employer-paid family health insurance, life insurance, retirement, employee tuition waiver, spouse/dependent tuition discount. For more information regarding employee benefits, visit: https://bismarckstate.edu/employment/Faculty-and-Staff/Benefits/

To view a total rewards calculator, visit: https://www.omb.nd.gov/team-nd-careers/total-rewards-calculator

Thinking about relocating to the Bismarck area? To find more information and resources, visit: https://www.commerce.nd.gov/workforce/relocation-resources

APPLICATION MATERIALS REQUIRED

To be considered by the search committee thoroughly complete the application and upload the following:

• Cover letter
• Resume
• References

BISMARCK STATE COLLEGE INFORMATION

OVERVIEW: Bismarck State College is dedicated to student success. This on-campus position is student-centered to provide high-quality campus services and hands-on learning experiences.

MISSION: As North Dakota's Polytechnic Institution, Bismarck State College focuses on student success through the delivery of affordable, flexible, high-quality, experiential learning enhanced by public-private partnerships.

VISION: Bismarck State College will be a leader in polytechnic education improving lives and building sustainable communities.

REPORTING RELATIONSHIP: Is directly accountable and responsible to the Director of Athletics.

ADDITIONAL INFORMATION

Applicants must be legally authorized to work in the United States. Bismarck State College does not provide sponsorships. BSC is an E-Verify Employer.

For more information or accommodation requests, contact the Human Resources Department at 701-224-5531 or bsc.humanresources@bismarckstate.edu

This position requires a criminal history record check.

Equal Opportunity Employer

TTY Number: ND Relay Service: 1-800-366-6888 (text); 1-800-366-6889 (voice). For full North Dakota Relay Services, go to: https://www.relaynorthdakota.com/.

Veterans claiming preference must submit all proof of eligibility including a copy of NGB 22 from the National Guard or Reserve (with a unit located in ND) or certification from the applicants unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification. If claiming disabled status, proof of eligibility includes a DD-214 and a current letter of disability