Administrative Assistant, UTC Athletics

Administrative Assistant

(Administrative Associate 2 - MR04)

UTC Intercollegiate Athletics

University of Tennessee at Chattanooga

The Administrative Specialist provides administrative and clerical support for sports/departments assigned.

Duties and Responsibilities:

Fiscal Operations/IRIS/Invoices for the sports/departments as assigned:

• Processes purchasing of equipment and operating supplies including computers, office supplies, athletic wear and gear, team nutrition and printed materials
• Maintains and reconciles ledgers monthly
• Consistently monitors purchases, creates purchase requisitions when needed- always following university polices
• Prepares and processes invoices
• Prepares and submits T-4s, transfer vouchers, T-27s, T-29s and other financial documents
• Monitors accounts to ensure that expected vendor payments and payroll have been made
• Processes banks deposits
• Verifies and reconciles personal procurement card
• Submits payroll for bi-weekly staff
• Creates vendors
• Arranges payment of officials and game day workers
• Processes payment for renewal of all professional memberships
• Prepares and processes contracts

Coordinates Travel (Recruiting & Team) for the sports/departments assigned including but not limited to:

• Coordinates recruiting travel for all coaches and official recruits
• Assists coaches with scheduling team travel:
• i. Transportation
• ii. Hotels (including creating vendors and securing contracts as needed)
• iii. Team meals
• Verifies and reconciles all team travel cards
• Processes travel requests and reconciles travel charges and receipts

Daily administrative functions for the sports/departments assigned including but not limited to:

• Processes communications including email and phone
• Maintains files and databases for programs
• Performs data processing
• Performs clerical duties including scanning, copying, faxing
• Prepares recruiting materials as necessary
• Handles confidential materials
• Assists coaches in coordination of community service events
• Coordinates team meals (pregame, post-game and occasional meals)
• Processes daily and overnight mailings

The ideal candidate will possess the following:

• Knowledge of University, Southern Conference and NCAA policies and procedures

• Ability to work well with others and maintain professional demeanor at all times

• Ability to juggle several projects at one time

Review of applications will begin June 3, 2024, and continue until the position is filled. Applications received by this date will receive priority consideration. For full consideration please submit an attached cover letter and resume marked relevant to this submission.

Minimum Qualifications : Requires a high school diploma and two years of relevant administrative assistant experience, or an equivalent combination of education, training, and experience.

Preferred Qualifications: Knowledge of University, Southern Conference, and NCAA policies and procedures is preferred.

The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.