Administrative Assistant, Athletics & Recreation Department

Responsibilities

• 60% of Time: Department Operations & Coordination
• Executive & Staff Support: Provide reliable clerical and administrative support to the Assistant Vice President/Director of Athletics and the department staff. Attend monthly Administrative Assistant meetings to stay aligned with institutional practices.
• Calendar & Meeting Management: Schedule meetings and manage calendars for the Assistant Vice President/Director of Athletics. Coordinate and reserve meeting spaces for employees using the EMS scheduling system.
• Department Communication: Answer and route incoming phone calls, sort and distribute mail, and interact professionally to address the daily needs of staff, faculty, students, and visitors.
• Meeting Documentation: Record, edit, and distribute official meeting minutes to department staff accurately and efficiently; assist with the annual revision, final editing, and distribution of the department policy manual and student-athlete handbook.
• Cross-Department Liaison: Partner daily with critical campus departments, including Human Resources, Accounts Payable, Purchasing, the Bursar (submitting deposits), Admissions (coordinating vehicle requests), and Public Safety.
• Facilities & Equipment Management: Submit and follow up on work orders with Facilities Management/Physical Plant. Manage the distribution and retrieval of Post Center keys, update office nameplates/mailbox names, and coordinate necessary repairs for office equipment.
• Event Coordination: Plan and execute departmental events by scheduling venues, coordinating setups, and managing catering requests directly with Sodexo. Assist internal and external groups with hospitality room or classroom setups and equipment needs.
• Internal Business Operations: Manage all team and individual travel logistics in direct partnership with Christopherson Business Travel.
• Inventory & Departmental Support: Order and maintain office supplies for staff. Provide targeted administrative support to the Athletic Training Department during summer operations, including handling mail, calls, and supplies.
• Confidentiality: Maintain strict confidentiality when handling all department records, correspondence, and sensitive information.
• 40% of Time: Document Control and Campus Workflow
• Financial & Procurement Processing: Process purchase requisitions, submit invoices, and communicate directly with vendors on order tracking and payment status.
• Expense & Credit Card Management: Review and approve monthly credit card expense reports for the Assistant Vice President/Director of Athletics using Workday. Collaborate closely with Accounts Payable to audit and resolve outstanding staff credit card transactions.
• Personnel & Onboarding Support: Assist new employees and volunteer coaches through the hiring paperwork process, and coordinate the setup of their physical and digital workspace essentials (including phones, computers, email addresses, and keys).
• Payroll & Contract Administration: Process Period Activity Pay (PAP) spreadsheets for part-time and club coaches, maintaining clear and direct communication with Human Resources.
• Schedule Tracking & Compliance: Approve and track employee summer vacation schedules. Prepare and distribute the weekly athletic calendar to both the President's Office and Public Safety to ensure campus-wide coordination.
• Be an active participant in the life of the College by attending and supporting key events like Commencement, Homecoming, and other all-hands-on-deck gatherings.

Benefits

Additional Information

We are located approximately 20 miles north of Boston and parking is free. We are also accessible by commuter rail on the Newburyport/Rockport line. Come and explore Endicott's seaside locale where employees are an important part of the bustling campus community! Please apply today if this opportunity looks like the right fit for you. . Position Overview The Administrative Assistant, Athletics & Recreation in the Athletics & Recreation Department, reporting to the Assistant Vice President & Director, Athletics, provides comprehensive administrative support and high-level clerical services to the Assistant Vice President/Director of Athletics, department staff, and the broader Athletic and Recreation department. This role is crucial for managing day-to-day operations and communications, coordinating cross-campus administrative processes, and serving as a central point of contact for staff, faculty, students, and external vendors. About Endicott College Endicott College is a vibrant community located on Boston's North Shore, with a beautiful oceanfront campus in Beverly, Massachusetts. We're known for combining academic excellence with hands-on learning, and we take pride in fostering a supportive environment for both students and employees. Working at Endicott means joining a close-knit campus community where your contributions matter and where collaboration, creativity, and professional growth are valued. To learn more about our employee benefits click here .

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