Description
POSITION OBJECTIVE
Working under general direction provide various duties of an administrative nature for the faculty and staff in the Physical Education and Athletics Department including the Athletic Director and the Assistant Athletic Director of Business Operations, Corporate Sponsorships and Marketing. This position will be responsible for the overall smooth functioning of the department. Duties include managing travel-related and financial activities and assisting with all student club accounts.
ESSENTIAL FUNCTIONS
May authorize routine department expenditures (including equipment), prepare or assist in preparing budgets (forecasting), reconcile monthly expense statements. Prepare monthly closing reports using Launchpad, input monthly expenditures for quarterly and annual budget reports. Review and authorize payments for officials for all home varsity contests, BSN sports accounts, and all other invoices. Ensure all vendors receive timely payments. (50%)
Arrange all varsity athletic travel, including air, bus, van transportation, lodging, other transportation, dining options. Prepare sport contracts for 19 varsity teams. (30%)
Administer all aspects of the office including appointments, telephone contacts, and correspondence. Interpret procedures to facilitate workflow and communication between department and all constituents. Maintain confidential records, including class excuse forms for student-athlete travel needs. (14%)
Organize and plan department wide events, as well as other internal meetings. Coordinate with the athletic director regarding any fundraising opportunities available for the entire department, this may include ordering food, securing location, scheduling various meetings for preparation of the event, and keeping a detailed account of money coming in for the event. Coordinate workflow between departments as needed. Facilitate communication between the department and the university, and with external groups. (6%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (<1%)
CONTACTS
Department: Daily contact with faculty and staff relaying information on sensitive matters and/or for travel and budget reconciliation.
University: Daily contact with Human Resources, Payroll, Accounts Payable, General Accounting, Plant Services, Purchasing, Cashier, and Student Affairs to maintain workflow and/or budget reconciliation.
External: Periodic contact with vendors, recruits, and parents. Represent the university to vendors regarding athletic equipment, hotels/travel, agency, bus, and enterprise.
Students: Frequent contact with students to address concerns and problems, adjust and resolve service complaints with regard to travel itineraries.
SUPERVISORY RESPONSIBILITIES
May direct the work of students or temporary employees.
QUALIFICAITONS
Experience: 5 years of administrative experience required.
Education: High school education required. Bachelor's degree preferred.
REQUIRED SKILLS
Proficient in Microsoft Office Suite especially Excel.
Proficiency in PeopleSoft (preferred).
Excellent communication skills, problem solving and analytical skills particularly pertaining to finance and budget.
Good organizational and time management skills.
Ability to interpret policies, procedures, regulations, and situations.
Ability to respect and protect the confidential nature of the work of the Director and staff.
Exercise good judgment and discretion in handling confidential and sensitive matters.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
Typical office environment. Employee will need to have repetitive motion to type on keyboard and use computer mouse. The employee will travel frequently to the cashier's office to make deposits and to the accounts payable department to pick up checks.
Requirements
QUALIFICAITONS
Experience: 5 years of administrative experience required.
Education: High school education required. Bachelor's degree preferred.
