| Manage administrative office functions for the Executive Senior Athletic Directors’ offices, exercising independence and discretion, while maintaining confidentiality. Responsibilities also include assisting Associate Director of Administration, Donor Relations & Events with all donor events, aiding with donor communications and relations, assisting with Oregon Club booster activities when available and helping with Oregon game day needs for various sports. It regularly requires the exercise of independent judgment and a comprehensive knowledge of the University of Oregon, its programs, personnel, and constituency groups, and the issues it faces. The person in the position handles and is involved in many sensitive and confidential matters. Responsible for promoting the philosophy and objectives of the Intercollegiate Athletics Department, including adherence to all department policies and procedures, as well as the rules and regulations of the University of Oregon, Pac-12 Conference and the NCAA. Responsible for promoting the philosophy and objectivity of the intercollegiate Athletic programs, including adherence to all departmental policies and procedures, as well as the rules and regulations of the university, Pac-12 Conference and the NCAA. |
Executive Duties: • Perform executive duties of a confidential and sensitive nature in support of select senior staff members currently consisting of Chief Marketing Officer, Chief Compliance Officer, Chief Operating Officer and Senior Women’s Administrator. • Act as communications link and support as needed between select senior staff and other administrators, staff, external constituents (media, alumni, donors), and the general public. • Manage select senior staff calendars and event request. This includes setting and balancing the myriad priorities for staff’s time and monitoring deadlines. • Assign responsibility for proper staffing and preparation of materials so select senior staff is prepared for all scheduled meetings/events and to address current issues as they arise. Follow up to ensure assignments are completed. • Assemble all briefing materials and other documents or items needed for appointments and events. • Prepare shipments and mailings as requested for select senior staff. • Stay informed about university, local, state, and national events and how they may affect calls, correspondence, and appointments for athletic department. • Track and draft responses to e-mails and other correspondence or forward to appropriate person(s) for response and/or action. • Collect and track select senior staff reimbursable expenses and review/approve reimbursement forms. • Record and transcribe proceedings of athletic department senior staff, campus and constituent meetings. • Develop and disseminates key athletic department communications as requested by select senior staff. • Screen callers and visitors; serves as communication link between senior staff, donors, ticket holders, general public and media. • Respond to complaints or concerns by obtaining all pertinent details and contacting appropriate athletic department or university personnel for necessary action.
Donor Relations & Events: • Assist with all Duck Athletic Fund events. • Secure entertainment, product, and venue. Coordinate the set-up and take-down of facilities. • Work in conjunction with Department components such as media relations, facilities and maintenance, program staff, coaches, etc. • Work with Associate Director of Administration, Donor Relations & Events to plan and coordinate Oregon Club special events around the state. • Develop guest lists and order pertinent mailing lists. • Help streamline communication with donors, coaches, and staff regarding events. • Assist pre-game/halftime/post-game donor receptions for Football and Men’s Basketball games and other varsity sporting events. • Assist in implementation of Oregon Elite Plan for top 250 Duck Athletic Fund donors including but not limited to event invites, department communications, special recognition with the highest level of customer service. • Collaborate with staff to maintain a comprehensive calendar of events with current information on dates, locations, contacts, etc.
Special Projects: • Assist select senior staff team with preparation of PowerPoint presentations and other materials as requested. • Assist with planning related to athletic department position searches. • Provides support and/or organization of athletic department events as requested by select senior staff. • Provide administrative support to athletic department/University committees as requested by select senior staff. • Supervise student-workers, delegating responsibilities when appropriate. • Serve on and/or staff committees and panels, as requested.
Tour Coordination: • Act as liaison between the Athletic Department and Nike in reference to tour and event requests as they pertain to department facilities. • Oversee training of tour guide guides. • Facilitate tours and scheduling for all Duck Athletic Fun tours. • Maintain thorough calendar of tour requests of department facilities.
Office Management: • Act as back up in greeting/receiving athletic department visitors. • Completion/routing and filing of administrative paperwork. • Assign and distributes work to student employees in order to achieve office efficiencies and maintain appropriate levels of office supplies inventory and office equipment needs for the athletic director’s suite. • Distributes projects and daily work to full-time and student workers at front desk receptionist position as needed.
Other: • Compile required information and coordinate assistance with NCAA post-season bid preparation and tournament management, ensuring accuracy and timeliness of data being provided. • Assist select senior staff with special projects and initiatives as assigned. Perform responsibilities in adherence with University, Pac-12, and NCAA policies and procedures.
APPLICATION PROCEDURE: All applicants must provide the following materials: • Cover letter • Current resume, including dates (month and year) of employment. • The names, phone numbers and email addresses of three current references who can comment on the applicant’s qualifications for the position. Cover letter and resume should clearly demonstrate how applicant meets the required and preferred qualifications of the position. The application materials should be packaged as one PDF attachment, using the applicant’s last name as the document name, and e-mailed to Mark Ruckwardt, at firstname.lastname@example.org Please reference Posting # and the applicant’s last name in the subject of the email. Incomplete applications or improperly submitted applications may not receive consideration. Mailed or faxed applications will not be considered. To ensure consideration, please submit application materials by September 27, 2016. This position will remain open until filled. The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.