Sr Associate or Associate AD/Chief of Staff - level based on experience

Austin Peay State University - Clarksville, TN

Full-time - Mid Level

Clarksville, TN

5,001-10,000 employees

Educational Services

About the position

The Sr Associate or Associate AD/Chief of Staff plays a crucial role in supporting the Director of Athletics at Austin Peay State University. This position is responsible for managing the day-to-day operations of the athletics department, ensuring that the Director's commitments and public relations obligations are met efficiently. The individual in this role will oversee various administrative tasks, including traditional correspondence, event planning, and special projects that contribute to the overall success of the athletics program. As a key member of the athletics administration, the Sr Associate or Associate AD/Chief of Staff will serve as a public liaison, maintaining frequent contact with university officials, departmental employees, public officials, community leaders, and the general public. This role requires a proactive approach to reviewing and analyzing incoming communications, determining their significance, and planning for appropriate distribution. The individual will also assist in communication with the President's Office and serve as a member of the Director of Athletics' Cabinet/Executive Staff, facilitating collaboration between coaching staff and executive staff. In addition to managing the Director's schedule, which includes meetings, speaking engagements, and athletic events, the Chief of Staff will prepare routine correspondence, compile agendas and minutes for executive meetings, and coordinate travel arrangements for the Director. The role also involves overseeing game day VIP activities for football and basketball, participating in donor cultivation, and organizing events hosted by the Director of Athletics. The Chief of Staff will be expected to analyze and present research that supports the advancement of the department and university, while also contributing to staff morale through professional development opportunities and team-building events. Overall, this position requires a blend of administrative expertise, strong communication skills, and the ability to manage multiple tasks in a fast-paced environment, all while maintaining confidentiality and professionalism.

Responsibilities

• Serve as a public liaison, maintaining frequent contact with University officials and community leaders.
• Review and analyze incoming emails, letters, and memos to determine their significance and plan for distribution.
• Correspond internally and externally on behalf of the AD.
• Assist with communication to the President's Office.
• Serve as a member of the Director of Athletics' Cabinet/Executive Staff.
• Act as a liaison between coaching staff and executive staff by communicating with the Director of Athletics and members of the AD's Cabinet.
• Manage the AD's schedule including meetings, speaking engagements, athletic events, and special events.
• Prepare routine and recurring correspondence for the AD.
• Schedule meetings with various department heads, coaches, and/or teams throughout the year.
• Prepare Executive Staff and Athletics Cabinet agendas and minutes.
• Compile, analyze, and organize internal or external research to support the department and university.
• Create presentations of research in an easily identifiable manner for intended groups.
• Coordinate travel arrangements including flights, car rentals, and hotel reservations.
• Oversee the AD's game day VIP activities for football and basketball.
• Participate in the cultivation of major gifts donors and host events in the AD's suite.
• Coordinate, plan, and organize events hosted by the Director of Athletics.
• Request, compile, and prepare information for meetings and speaking engagements.
• Provide meeting support for the AD as needed, using various software programs and internal database systems.
• Assist other departments to develop a healthy understanding of athletics administration.
• Coordinate staff events that contribute to positive staff morale.
• Make recommendations to the Director of Athletics regarding staff morale and concerns.
• Plan, coordinate, and lead biannual staff town hall meetings and orientations, monthly head coaches meetings, and annual executive staff retreats.
• Work with the Deputy Director of Athletics/CRO on revenue generation events.
• Review and manage the athletics administration budget and AD discretionary accounts.

Requirements

• Minimum of a Bachelor's degree.
• A minimum of two years experience in an administrative/support capacity.
• Prior project management experience preferred in collegiate athletics or a related field.
• Experience in Athletics is preferred.

Nice-to-haves

• Experience with Ellucian Banner software.
• Strong project management skills in a collegiate athletics environment.

Benefits

• Competitive salary commensurate with education and experience.
• Regular full-time employment with a 12-month contract period.