Job Description:
The Assistant Athletic Director for Administration - Vendor, Alumni, and Facility Relations plays a crucial role in providing administrative and operational support to the Vice President of Athletics. This position focuses on managing vendor relationships, coordinating alumni engagement initiatives, and overseeing facility-related matters within the Athletics Department. This student-centered position requires a significant amount of night and weekend hours.

Specific Responsibilities:

1. Vendor Management:

• Develop and maintain relationships with vendors, suppliers, and service providers relevant to the Athletics Department and Athletic Game Day.
• Negotiate contracts, agreements, and pricing with vendors to ensure cost-efficiency and compliance with departmental needs. Work with the Assistant AD for Business Affairs and Associate AD for External Relations.
• Monitor vendor performance and ensure timely delivery of goods and services.

2. Alumni Relations:

• Plan, coordinate, and execute alumni engagement events, including reunions, fundraisers, and donor recognition programs.
• Collaborate with the alumni relations team to maintain alumni databases and keep alumni engaged with the athletics program.
• Work with the STATE Club and Alumni Chapters to coordinate with athletics events and programming.
• Assist in setting season tickets and parking in conjunction with the Vice President of Athletics, the STATE Club, and the Associate AD for External Relations.
• Assist in fundraising efforts by liaising with alumni donors and sponsors.

3. Facility Management:

• Oversee the scheduling, maintenance, and usage of athletic facilities, including stadiums, gyms, and training facilities.
• Manage department calendar for facilities usage.
• Coordinate with facility staff to ensure that venues are prepared for events, practices, and games.
• Collaborate with relevant departments to address facility-related issues and improvements.

4. Administrative Support:

• Manage the VP of Athletics' calendar, appointments, and travel arrangements.
• Assist in preparation of reports, presentations, and documents as requested.
• Assist in budget tracking and financial management related to vendor contracts and alumni events.

5. Communication and Liaison:

• Act as a liaison between the VP of Athletics and various internal and external stakeholders, including alumni, vendors, and all staff.
• Communicate departmental updates and initiatives to alumni and vendors as necessary.
• Manage athletic department mail and correspondence.

Qualifications:

• Bachelor’s degree in sports management, business administration, or a related field (Master’s degree preferred).
• Previous experience in vendor management, alumni relations, or facility management is a plus.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in MS Office Suite and other relevant software applications.
• Ability to work independently, handle multiple tasks, and meet deadlines.
• Knowledge of NCAA rules and regulations (if applicable) is a plus.