Administrative Assistant - Athletics

Administrative Assistant - Athletics


Gaston College
201 Highway U.S. 321
Dallas, NC 28034
Phone: 704-922-6200

Job Location

201 Highway U.S. 321

Dallas, NC 28034


$37,592.00 Annually



Job Category

  • Executive/Administrative/Managerial

Application Period

Opens: Tuesday, December 21, 2021
Closes: Saturday, May 14, 2022

Target Start Date

Wednesday, February 9, 2022

Expected Work Hours

Full Time

Employment Type

Full Time

Minimum Qualifications



  • Associate degree from a nationally accredited institution required.
  • Demonstrated competencies through internal testing required.




  • At least three years of experience in an administrative/clerical support role required. 
  • Strong administrative/software skills including proficiency in Microsoft Office (e.g., Word, Excel, PowerPoint, and Outlook) required. 
  • Ability to work effectively in a fast-paced environment with a variety of individuals and programs.  
  • Strong oral and written communication skills.  
  • Strong interpersonal skills; capable of using tact and diplomacy in dealing with others. 
  • Ability to work effectively both independently and collaboratively as part of a team. 
  • Ability and flexibility to work hours scheduled around athletic and school events. 
  • Ability to simultaneously balance many tasks and responsibilities. 


  • Generally works in a traditional climate-controlled office environment and requires the ability to sit for extended periods. 
  • Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 25 pounds. 
  • Generally, works in a traditional climate-controlled office environment, except when attending outdoor events and games. 
  • Travel for practices, matches, and various events, including evening and weekend work hours. 
  • Work environment can be stressful at times in dealing with a wide variety of challenges and deadlines.

Preferred Qualifications


Position Description


OPEN UNTIL FILLED - Review of applications will begin 1/4/22

Reports to the Athletic Director, performs, assists and/or coordinates various administrative and operations-related duties in support of the Athletics Department.



  1. Performs a variety of administrative duties including creating departmental correspondence and related documents, performing grammar and content reviews (e.g., proof-reading and editing documents), filing, scanning, entering data, recording minutes of meetings, and processing incoming/outgoing mail.  
  2. Responds to telephone, email, and in-person inquiries with a strong customer focus; acts as a point-of-contact and regularly communicates and interacts with internal and external customers, clients, vendors, and various organizations or entities. 
  3. As needed, handles sensitive and confidential information with judgment and tact, and serves as a resource for policies, procedures and guides.  
  4. Manages various electronic and hardcopy calendars and schedules. 
  5. Prepares and processes purchase orders and invoices and reconciles credit card statements and related transactions. 
  6. Creates and administers new and standard NJCAA and College-required documents, forms, and reports to ensure all records are accounted for, accurately completed, filed, and organized properly to ensure compliance. 
  7. Works with coaches, Student Affairs, and student-athletes to facilitate and administer various aspects of enrollment and academic eligibility including determining status, assisting with applicable paperwork and associated processing, and communicating key information as needed.   
  8. Orders office supplies, athletic supplies and equipment, and processes and verifies purchase orders and invoices for payment.  
  9. Schedule/coordinate meetings, appointments, travel requests/reimbursements, work orders; create and reconcile expense reports and perform research as needed. 
  10. Participate in professional development activities to enhance job knowledge and stay up-to-date on changing trends and technology associated with assigned area of responsibility. 
  11. Follows college branding guidelines, assists with the administration and creation of special awards, certificates, and related documents. 
  12. Plans, or assists with planning, special events and activities such as community outreach and alumni events, fundraisers, special meetings, game-day and/or other department functions. 
  13. Facilitates athletic-related communications to appropriate internal departments (e.g., marketing and student affairs), which may include, but is not limited to information related to student-athlete recruitment, eligibility, the website, and social media content/posts.  
  14. Assists in administrative aspects of maintaining Athletic Department inventory of equipment, uniforms, and related supplies, including purchases.  
  15. Creates and monitors Help Desk Tickets for the Athletics Department. 
  16. Assists with setting reservations and administratively handling other logistics related to team travel. 
  17. Assists with coordinating the work study program for the Athletic Department. 
  18. Adheres to all rules, regulations, and policies of the College, Athletic Department, NJCAA, NJCAAE and federal Title IX requirements, and is specifically expected to develop a working knowledge and understanding of key policies, procedures, and by-laws of the NJCAA. 
  19. May assist with student-athlete development programs. 
  20. Attend meetings and serve on College committees as requested.  
  21. Maintains a high standard of professional and ethical practices in representing the College. Demonstrates a thorough knowledge of the field or discipline with continued adherence to professional accountability. Establishes and maintains effective working relationships and partnerships. ?Accepts responsibility for managing situations and problems. Works cooperatively with team members and colleagues and contributes positively and constructively to the achievement of team and College objectives. Adheres to the College’s policies, procedures, and other established guidelines. Keeps supervisor informed of concerns relating to position. 
  22. Performs other duties as assigned. 

Job Post Contact

Maelle Keener