Wake Forest University Looking for Senior Administrative and Project Assistant, External Operations, Department of Athletics Full Time

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current  Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History. 

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Senior Administrative and Project Assistant, External Operations performs a variety of tasks and functions pertaining to daily operations of the Athletic Communications and Fan Experience and Sales units within Athletics. Under minimal supervision, the position is responsible for organizing, performing administrative and project related tasks that assist the Operations Director, External Operations, Associate Director of Athletics, Athletic Communications and Associate Director of Athletics, Fan Experience & Sales.

Job Description

Essential Functions:

Office Management

• Serves as Office Administrator for the Athletic Communications and Fan Experience units within Athletics. Uses initiative and judgment to prioritize, plan, and organize a smooth office operation.
• Manages offices assets, supplies and facility requests.  Tracks, orders and maintains office materials and supplies and game day materials and supplies and ensures inventory is available. 
• Serves as first contact for persons visiting or calling the Athletic Communications and Fan Experience units. Provides information or refers calls to appropriate individuals.
• Tracks and monitors Athletic Communications and Fan Experience budgets. Assists the Operations Director, External Operations, in preparing yearly operating budget requests. Keeps Associate AD, Fan Experience and Associate AD, Athletic Communications informed of expenditures and costs of various projects, events, and other budget accounts. 
• Submits invoices for payment related to Fan Experience, Video, Athletic Communications and Athletic Development.
• Processes and submits expense reports for Fan Experience, Creative and Athletic Communications.
• Responsible for daily collection, sorting and distribution of all mail including campus mail, Fedex, shipping, etc. 
• Serves as office liaison with the Athletic Department information systems office for maintenance of office equipment.
• Reserves meeting space in all Athletic Department spaces for Athletic staff.
• Responsible for cleaning, organizing and maintaining the workrooms.
• Responsible for filing and tracking of trade agreements and invoices electronically and maintaining a system that provides easy and up-to-date access for all agreements.
• Assists Executive Senior Associate AD, Development and Sales with administrative tasks, invoices, reconciliation of purchases, meeting minutes and other tasks as needed.
• Performs other related duties as assigned.

Project Management

• Manages and tracks project timelines and deliverables for the Associate AD Communications and Association AD Fan Experience.
• Gathers, analyzes, proofreads, and edits information for various projects and external communications documents.
• Assists with general website maintenance.
• Maintains filing systems and record-keeping systems for the Athletic Communications Department for reference and efficient operations of the department.
• Assists general public with research for information of former coaches and student-athletes to include providing digital copies of photographs or articles.
• Responsible for proofreading media guides, game programs, and other publications as requested.
• Assists with processing and mailing football and basketball media credentials (as assigned). Responsible for media will call window on game days in relation to credentials.
• Coordinates with pro scouts regarding press credentials and serves as a liaison with the ticket office to ensure appropriate payment of the men’s basketball tickets when requested by scouts.
• Responsible for preparing talent gift baskets and delivery to hotels.
• Assists in press operations for ACC and NCAA athletic events hosted by Wake Forest.
• Establishes, revises and maintains files, photo storing and labels CDs. Ensures that photo prints are made as requested. Maintains files of current and past athletes.
• Serves as liaison with photocopier vendors in providing Athletic Communications’ copiers for home football and home basketball game day press operations at Truist Field and LJVM Coliseum. Responsible for copier and fax equipment maintenance.
• Handles various printing needs.
• Provides members of the media with information as directed, while retaining confidentiality of in-house information. 
• Maintains and updates the Camps and Clinics page on the athletic dept. website.
• Gathers needed information and submits nominations for student-athlete awards.

NCAA Regulations

• Enforces policies/procedures of the University, NCAA, and Athletic department.
• Remains current and complies with all University, ACC and NCAA rules and regulations.

Minimum Qualifications:

• Bachelor’s degree and five years of experience providing administrative and project level support.  Experience in managing an office preferred.
• Must be flexible and willing to work nights and weekends.
• COVID-19 Vaccination Required (unless exemption granted)

Knowledge, Skills, Abilities:

• General knowledge of office management techniques
• Exceptional attention to detail
• Ability to gather and analyze data, compile information, and prepare reports
• High degree of self motivation
• Excellent interpersonal, organizational and time management skills
• Proficiency in Microsoft Office (Word, Excel, Netscape and E-mail) and other peripheral office equipment
• Must demonstrate effective communication skills both orally and in writing, strong interpersonal skills
• Ability to research and resolve office management problems and questions
• Ability to organize workflow and coordinate activities
• Ability to prioritize workload, accuracy, and attention to details
• Must be comfortable in a highly fluid work environment, ability to manage multiple tasks simultaneously
• Ability to update skills on a continual basis
• Ability to manage and maintain confidentiality of information.
• Ability to work collaboratively with all members of a diverse internal and external community to manage a variety of tasks and complex projects with follow through and completion in a timely manner.
• General knowledge of budget development and fiscal management
• Demonstrated ability to analyze and interpret policies and procedures, budget guidelines, etc.
• Ability to make independent decisions, demonstrating sound judgment and discretion

Supervisory Responsibility:

None. Responsible for own work only.  May assist in coordination of interns and student workers.

Additional Job Description

Wake Forest University requires proof of full vaccination with an FDA approved or authorized COVID-19 vaccine for all positions posted on or after September 13, 2021.  Wake Forest University requires that you provide satisfactory proof of full vaccination status to Human Resources within three days of your hire date. You must also maintain full COVID-19 vaccination status, as classified by the CDC, during your employment at Wake Forest University.

Consistent with federal, state and local law, Wake Forest  University will consider accommodations for disability- and religious-based reasons unless providing an accommodation would result in an undue hardship to the University.  

If you seek an accommodation from the vaccination requirement for disability- or religious-based reasons, you should contact Human Resources.

New employees who are hired into positions posted prior to September 13, 2021, offers of employment made to new employees prior to that date, and employees for positions at Graylyn Conference Center are generally exempt from the vaccination requirement unless the employee’s position is otherwise subject to a vaccination requirement due to the essential components of the position as described in Policy.

Time Type Requirement

Full time
Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.