Athletics Administration Office Coordinator

Location
Seaside, CA
Posted
Feb 21, 2017
Faculty Jobs
Education
Institution Type
Four-Year Institution

Athletics Administration Office Coordinator

(Administrative Support Coordinator I – Non-Exempt)

MB2017-CB2281

Apply Today!  Open until filled.  Application Screening Begins:  Tuesday,  March 7, 2017

 

PURPOSE:

Under the general supervision of the Athletic Director (AD), the Athletics Administration Office Coordinator will perform moderate to complex clerical support duties for Athletics.  Provides overall day to day customer service for internal and external constituents of Otter Athletics in person, by phone, and online.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1.  Provides general clerical support for the Athletic Director, Coaches and Staff.  Composes correspondence, reports, and other documents necessary to meet the day-to-day operating needs of the office. Organizes and maintains a complex system of files and records for both physical and electronic materials.  Performs data entry and duplicates materials.  Distributes Athletics documents, and collects requested data and materials as needed.  Processes mail to include FedEx and bulk-mail, and submits work orders. Processes and records trade out requests. Monitors and tracks background checks for sport camp workers. Maintains athletic employee data files and processes confidential materials using judgment and discretion.  Coordinates corporate sponsor agreements execution and fulfillment.
  2. Assists with making travel arrangements for all coaches, staff and student leaders; preparing Requests for Approval of Travel (RATs); processing travel and expense reimbursement requests.
  3. Prepares and processes Purchase Requisition Forms, personal reimbursements, and payment request forms; reviews and confirms accuracy of invoices for approval of payment. Prepares service agreements, and related budget documents.  Maintains accurate records of invoices and receipts processed. Reconciles and processes procurement cards for both General Fund, University Corporation, and grant accounts.  Assists with cashiering as department back-up.
  4. Identifies and orders supplies, materials, equipment and services for the office and/or requested by staff; receives and organizes supplies for storage and/ or distribution.  Oversees maintenance of copiers, printers, scanners and fax machines, making vendor calls when necessary. 
  5. Assists with NCAA Compliance by maintaining documents for the IRL for each sport to include NCAA Eligibility Center and Admissions Status, weekly check of practice logs and monthly check of recruiting log for each sport.  Prints transcripts as needed.  Delivers and picks up Financial Aid Contracts and Transcripts.  Obtain coaches’ signatures on NCAA documentation.
  6. Requests meeting space and catering for events via Resource 25. Serves as main Athletics point of contact for events. Works directly with appropriate campus and community entities for catering requests.  Schedules meetings outside of Athletics, provides support, and maintains schedule for Athletics’ facilities and meeting spaces.
  7. Serves as a source of information about CSUMB athletics processes for coaches, staff and students.  Coordinates the administration and customer service for Otter Athletics site on STORE.CUSMB.EDU for camps, game tickets, events, and special order promotional products.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of: Thorough knowledge of English grammar, punctuation, and spelling; office systems and ability to use a broad range of technology, systems, and packages; detailed knowledge of applicable university infrastructure, policies and procedures.  Working knowledge of budget policies and procedures. Experienced to be fully functional in all technical aspects of work assignments.

Ability to: independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculating ratios and percentages, tracking budgetary data, and making simple projections; draft and compose correspondence and standard reports; effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature; communicate verbally and in writing in a professional, persuasive and tactful manner; independently organize and plan work projects, including handling multiple priorities and troubleshooting unanticipated problems, in a busy environment; and establish and maintain effective and cooperative working relationships within a diverse, academic environment.

MINIMUM QUALIFICATIONS:

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

SPECIALIZED SKILLS REQUIRED:

Must have excellent customer service skills.  Strong organizational skills and attention to detail. Excellent interpersonal and communication skills. Ability to monitor and reconcile budgets and expenditures.  Proficient in the use of personal computers including word processing, spreadsheet and database software. 

Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. 

PREFERRED QUALIFICATIONS:

High School Diploma or equivalent preferred.  Experience working with diverse populations and in an academic setting preferred.  Technical fluency with Microsoft Office Professional Suite, Oracle-PeopleSoft/CMS baseline system; and Google mail and calendaring programs.

SPECIAL CONDITIONS OF EMPLOYMENT:

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.  The incumbent is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues. 

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level I confidential information about students, faculty, staff or alumni that is protected, personal, or sensitive. Reference: CSU Policy 8065 – Information Security and CSU Information Security Data Classification Standards.

This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to University Police all reports of Clery Act crimes brought to their attention.

May require occasional evenings and/or weekend work.

NOTE:  A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position within the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position. 

WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations.

SALARY:              

Anticipated hiring salary in the high $2000s/month. For salary range info see: Salary Range information. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.

APPLICATION PROCEDURE:

A completed online application and resume must be received by Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review.  Application submissions received after the application screening date will be reviewed at the discretion of the University.  Materials submitted become the property of CSUMB and will not be returned.  CSUMB will not fax application materials.

Tentative Timeline:                                                                                                                                                                       

      Week of 3/27/17                        On-Campus Interview  

For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center – first floor (map).   Please check the links provided for the respective hours and location of each site.  For additional campus information visit CSUMB.edu

 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

 

All employees must be eligible for employment in the U.S.