Office Manager, Athletics
20 days ago
Charlotte
Job Description SUMMARY: The Office Manager provides comprehensive support to the Athletic Business Office. This role ensures smooth daily operations of the athletics administrative office, manages office logistics, and assists with responsibilities across sponsorship, operations, sport administration, and external engagement. This is a full-time, benefits eligible position that reports to the Deputy Athletic Director, External Operations. Queens conducts confidential background investigations on candidates as part of the hiring process, including any past NCAA rules violations. According to the NCAA bylaws: “Contractual agreements or appointments between a coach and an institution shall include the stipulation that a coach who is found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including suspension without pay or termination of employment for significant or repetitive violations.” This position is not exempt from the provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay for hours worked above 40 in a single work week. This position is not eligible for visa sponsorship. Essential Duties and Responsibilities include: • Serve as primary office manager for Athletics administrative spaces and offices., • Answer and direct phone calls, manage mail, and serve as first point of contact for visitors., • Maintain office supplies, equipment, and shared spaces to ensure efficiency and professionalism., • Schedule and coordinate meetings, conference calls, and events as directed., • Provide administrative support to senior staff as needed., • Assist with day-to-day fulfillment of sponsorship activations (signage orders, ticket comps, PA reads, in-game promotions)., • Track deliverables and deadlines to ensure sponsor obligations are met., • Support preparation of proposals, presentations, and contracts., • Manage purchasing card documentation, reconciliation, and monthly reporting., • Oversee purchase order (PO) compliance and coordinate with business ops staff., • Support budget tracking, invoice processing, and vendor communication as directed., • Coordinate and submit team travel bookings through Shorts Travel Agency., • Assist with itinerary management, confirmations, and travel documentation., • Provide administrative support for transportation requests and logistics., • Assist with event preparation, hospitality, and donor/sponsor hosting., • Coordinate food and beverage orders, pick-ups, and on-site event setup., • Support Royals Club annual fund initiatives, donor recognition events, and external promotions., • Provide flexible support for special projects, VIP hosting, capital campaign efforts, and university committee work., • Experience in office management, business operations, or athletics administration preferred., • Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability, • Ability to maintain confidentiality of student, academic, and organizational information, • Professionalism and discretion in handling sensitive information., • Excellent verbal and written communication, • A commitment to professionalism, high-quality, accuracy, and adherence to deadlines, • Ability to work independently and as a team member, • Flexibility to adapt to changing priorities, • Problem-solving and detail-oriented approach, • Proficient in MS Office software including Word, Excel, PowerPoint, • Availability to work flexible hours, which may include occasional evenings and weekends Does this sound like a good fit? Please submit the following: • A cover letter addressing the position qualifications and experience, • Current résumé, • Salary requirements About Queens University of Charlotte Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors. Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger. Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges. By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community. Queens University of Charlotte aims to be a leading comprehensive university, distinguished by its commitment to transforming the lives of its students and enhancing the intellectual and cultural fabric of its community. Queens is a campus where diversity, equity, and inclusion are core values. The mission of Queens is to provide transformative educational experiences that nurture intellectual curiosity, promote global understanding, encourage ethical living, and prepare individuals for purposeful and fulfilling lives. To this end, the University recruits talented faculty, staff, and students from across the United States and around the world. Queens encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically minoritized communities. The University also invites applications from individuals who are prepared to provide a rich and varied educational experience to our increasingly diverse student body and to collaborate with colleagues to make Queens an equitable and inclusive place to live, learn, and work. Queens works to provide an accessible living, learning, and working environment for current and prospective faculty, staff, and students and visitors to our campus. If there are accommodations, we can provide to make your application process more accessible, please contact the Director of Human Resources (, 704-337-2297). The position duties and responsibilities listed above should be able to be completed with or without reasonable accommodations. HR works in partnership with employees to manage the workplace accommodations process. Benefits Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, a 403b retirement plan, with two options (pre-tax or post-tax (Roth) contributions) with a generous match, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, disability insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.
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