This position provides comprehensive administrative and clerical support to the Director for University Recreation and the Assistant Vice President for Health & Well-Being. This role collaborates in a cross-divisional and cross-institutional approach to support department fiscal management, administrative efficiencies, and student service support.

This position supports the administration of the services, functions, and activities related to University Recreation resources and services. The Administrative Assistant will serve with a student-centered approach, seek continuous and integrated improvements across supported areas, collaborate with campus partners to achieve goals, and engage efforts with diplomacy and resolution-seeking.

Characteristics of a successful candidate:

• Demonstrate sincere enjoyment from working with students and colleagues.

• Motivation to create a caring and welcoming environment.

• Integrity, kindness, creativity, and decisiveness.

• Ability to serve with agility; important to lead, listen, and serve with empathy.

• A commitment to practicing open communication and inspiring trust.

• Ability to manage multiple priorities in a fast-paced campus environment.

  Primary Duties and Responsibilities

Administrative Support – University Recreation

• Provide primary support for the Director for University Recreation and team; including calendar management, budget support, and transaction reconciliation.

• Monitor and reconcile departmental budget expenditures in a timely manner; assist in preparing and maintaining accounting records on budgets for which the Director is responsible.

• Support basic fiscal and administrative processes, including routing forms, tracking approvals, transaction reconciliation, and coordinating documentation.

• Make travel arrangements; prepare/process travel authorizations and reimbursement claims.

• Coordinate and prepare department meeting materials as designated; including the preparation of agendas, minutes, presentations, and additional items as needed.

• Support the Director with the onboarding process for new team members, such as ordering supplies and computers, submitting work orders, requesting phone lines activations, and putting together welcome packages.

• Maintain confidentiality and exercise sound judgment when handling sensitive information.

Administrative Support – Assistant Vice President for Health & Well-Being

• Provide administrative support to the Assistant Vice President of Health & Well-Being in alignment with the Division’s Shared Administrative Support (SAS) model.

• Assist with calendar coordination, meeting logistics, and preparation of materials, as assigned.

  • Support basic fiscal and administrative processes, including routing forms, tracking approvals, and coordinating documentation.

  • Serve as a point of coordination between the AVP for Health & Well-Being and divisional partners, ensuring timely communication and follow-through.

  • Maintain confidentiality and exercise sound judgment when handling sensitive information.

Office Support

• Collaborate closely with supervisors and University Recreation staff to resolve concerns and implement proactive strategies that support continuous improvement.

• Manage the greeting and intake of office visitors; triage inquiries, respond to phone calls/emails, and ensure all requests are handled promptly, professionally, and with a welcoming demeanor.

• Submit and track work orders through appropriate channels.

• Process requisitions and orders for office supplies and equipment; manage incoming and outgoing mail and email communications, including sorting, distributing, filing, and tracking as appropriate.

• Assist the team with appointment scheduling, coordination of event/meeting spaces, and food orders as needed.

• Maintain an up-to-date inventory of all promotional and marketing materials, office supplies and coordinate orders as needed or at the request of department leadership.

• Assist in the development and maintenance of office procedures manual/handbook to ensure accuracy and consistency of operations.

• Uphold an organized physical workspace and filing/correspondence management system.

• Provide general administrative support to the University Recreation team as needed.

Department and Division

• Handle all interactions and communication with students, supervisees, and both internal/external campus community in a clear, positive, professional, and timely manner.

• Provide daily support for student workers who assist with Foy Center coverage and other departmental functions.

• Uphold, enforce as needed, and remain knowledgeable of department and university policies and procedures.

• Support issue-spotting and continuous improvement efforts across supported areas and communicate any concerns or recommendations for improvement to the Director for University Recreation or appropriate departmental staff.

• Support the mission of University Recreation, Student Affairs, and APSU through active participation in departmental and campus-wide initiatives, and committees

• Remain competent and current through professional development and/or participation in professional organizations.

• Establish, foster, and maintain successful relationships across the division and institution.

• Prepare timely and accurate reports.

• Perform other job-related duties as assigned.

Minimum Required Qualifications

• High school graduate or equivalent, and at least 1 year of related prior experience as a full-time professional assistant or projects coordinator.

• Knowledge of best practices with providing administrative support, leading special projects, and event coordination.

• Efficiency with Microsoft 365 to include Outlook, Teams, OneDrive, OneNote, Word, and Excel.

• Skills that exemplify collaboration, communication, and advocacy.

• Advanced oral and written communication skills.