Executive Assistant for Athletics

OKLAHOMA BAPTIST UNIVERSITY - SHAWNEE, OKLAHOMA

Address of Job Location: 500 W University St, Shawnee, OK 74804

Website page of the Job Posting

Job Summary:

Perform office management duties for the Department of Athletics including but not limited to managing the purchasing and budgeting processes for the department, correspondence processing for the OBU Athletics Alumni, maintaining the calendar of appointments and events, organizing paper and electronic files, and processing phone calls. Included in the duties is the overall business processing of the Athletics Department. This position is the front-facing person for the department and should maintain a neat and organized appearance of the Athletics Offices.

Job Responsibilities:
• Maintain the confidential nature of all interactions.
• Assist in the athletic event ticketing process.
• Manage and process all invoices for the different programs within the Athletics Department.
• Manage all purchase order requests for the Athletics Department.
• Manage all check requests for the Athletics Department.
• Manage all budget adjustments for the Athletics Department.
• Manage all cash, checks and donations for the Athletics Department.
• Oversee the budget directors and work with the Athletics Director in the annual budgeting process.
• Process student, gameday and part-time assistant payroll.
• Ensure that the information in Banner is accurate and charged to the appropriate org and account.
• Verify weekly Banner information on each program in order ensure that budgets are not overspent.
• Communicate with the Budget Director and the Director of Athletics when there is a concern that a program budget is overspent.
• Work with the Business Office to balance each budget at the end of the fiscal year and communicate that process with the Director of Athletics.
• Maintain a neat, clean and “Athletics Office” appearance of the Athletics Department office areas.
• Greet visitors and callers in a pleasant manner. Provide answers questions, take messages, or direct the guest to the appropriate person according to his or her need.
• Pick up mail from the Mail Room daily and distribute to appropriate individual.
• Distribute communication, paperwork, and forms to appropriate offices across campus.
• Create and maintain a filing system for hard and electronic records, correspondence, and any other material for the athletic department.
• Respond to routine correspondence.
• Maintain and distribute accurate minutes from all department meetings.
• Maintain current personnel contact information for the athletic department and other key university offices.
• Prioritize the responsibilities and requests from multiple coaches and a variety of students to maintain the integrity of the workload and timely response to deadlines.
• Assess the abilities and skill level of student workers to assign appropriate duties.
• Collect the appropriate accounting, financial aid and demographic information to prepare the annual EADA report for the Athletics Department.
Other Duties:
• Assist with recruiting activities and events.
• Assist with gameday ticket sales as needed.
• Assist athletic department members as time permits.
• Perform other duties as assigned by supervisor.
• Maintain relevant student and staff information for distribution to the university through Dashboard Reports, Board of Trustee updates, and Bison Athletic Association communication.

Job Requirements:
• Operate office equipment such as fax machines, copiers, and phone systems.
• Demonstrate ability to utilize Word to generate accurate documents and Excel including spreadsheet calculations. Other software abilities include database management, email, and calendar programs.
• Utilize effective communication skills.
• Ability to multi-task.
• Initiative to work independently.
• Ability to work effectively with frequent interruptions.

Education:
• Preferred: College or job-related training specific to collegiate athletic offices.
• Required: High school diploma or GED.
Experience:
• Preferred: 18 months or more of secretarial or administrative support.
Equipment:
• Standard office equipment.
• Microsoft Office software – intermediate skill level.

Special Requirements:
• Must be a member of a local evangelical* Christian church.
*Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.
• Please apply using the link for “Support Staff Applications” on the OBU website.

Expiration Date of Job Posting: January 31, 2026