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Administrative Assistant II/Facilities Coordinator

Employer
University of Redlands
Location
Redlands, CA
Closing date
Jun 23, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Facilities Management & Sustainability
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Job Details

POSITION CODE: 4917

DEPARTMENT: Athletics

APPOINTMENT: Twelve (12) months, Forty (40) hours per week, Staff

STARTING SALARY RANGE: $17.64 per hour

GRADE: “6”

AVAILABLE: July 1, 2021

INTRODUCTORY PERIOD: Six (6) months

POSTING DATE: June 14, 2021

APPLICATION DEADLINE: June 21, 2021 at 2:00 pm

 

DESCRIPTION:  The Administrative Assistant II serves as an office manager and receptionist, providing administrative support for approximately 26 full-time staff and administrators and approximately 10 part-time assistant coaches, including strength & conditioning, athletic training, equipment, football, baseball, cross country, track and field, and aquatic administrative and coaching staffs.  Coordinates communications and information between the Director of Athletics and Physical Education, Administrative Assistant III, Sports Information Director, Physical Education chair, media, vendors, students, parents, alumni, and the staff of the Field House, Fitness Center, and Thompson Aquatic Center.

Duties and responsibilities include, but are not limited to:

  • Function as an active member of the Department of Physical Education and Athletics.
  • Greet and direct visitors and students for the Field House, Training Room, Equipment Room, Fitness Center and Thompson Aquatic Center.
  • Coordinate scheduling and renting of University athletic facilities and monitor housekeeping, maintenance, invoicing, and insurance needs and follow up.
  • Coordinate and facilitate all scheduling of on-campus spaces for members of the PE and Athletics dept.
  • Facilitate the scheduling of summer programs requesting use of athletic facilities. Assist the member of Event Services as needed and facilitate communication between those scheduling summer programs and the Department of Physical Education and Athletics.
  • Develop and maintain a master schedule book to document all athletic facility scheduling and use.
  • Coordinate and facilitate the transportation needs of the sports programs and coaches on the Field House side of Athletics, including reserving, confirming, and communicating scheduled travel, in tandem with the Currier Gym side of Athletics. Create multiple-day travel itineraries as needed.
  • Monitor that Athletics dept. procedures, processes, and checklists are followed according to the procedure manual, updating as needed, and helping direct and facilitate those procedures, processes, and checklists.  Prepare and process various accounting forms, including check requests, purchase requests, and expense reimbursements, along with accompanying receipts for travel and recruiting expenses and cash receipts for Field House personnel.
  • Create correspondence letters, emails, invitations, schedules, and contacts on Microsoft Word, using rough drafts, notes, or verbal instructions.  Take minutes at monthly coaches’ meetings and disseminate.
  • Assist Athletic Trainer with duplicating needs for fall sports Early Arrival and Winter and Spring Sports Health Screenings.  Arrange meeting rooms for early arrival sports programs and health screenings.
  • Specifically maintains files for the Football programs, Facilities, Grounds, and Officials.
  • Prepares outgoing mail, FedEx, and UPS shipments for all sports housed in Field House, Fitness Center, and Thompson Aquatic Center.  Sort, route, and distribute incoming mail and packages.
  • Responsible for office equipment and furniture and requesting any maintenance or replacements.
  • Maintains and orders office supplies for the Field House, Fitness Center, Athletic Training Room, and Thompson Aquatic Center.
  • Train and supervise student-employees to perform reception, mail, filing, and data entry duties and assists with other program’s student-employees.
  • Screen telephone calls for coaches, assistant coaches, administrators, and staff.
  • Help to coordinate athletic banquets for assigned sports including invitations, room reservations, and cash boxes. Assist with sports program’s End-of-Season awards.
  • Compile and process, and distribute annual calendar orders for Field House, Fitness Center, Training Room, and Thompson Aquatic Center.
  • Monitor housekeeping and maintenance need and submit work orders and requests according to established university procedures.
  • Act as back-up for the Administrative Assistant III, in the office of Director of Athletics and Physical Education, when out of the office or on vacation.
  • Perform other duties and special projects as assigned by the Director of Athletics and Physical Education.

 

MINIMUM QUALIFICATIONS:  High school diploma or equivalent supplemented with two (2) to three (3) years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs and the ability to use database and MS Office software programs and three (3) to five (5) years of related work experience in a similar position or an equivalent combination thereof. The position requires a high degree of independent judgment and initiative, ability to prioritize tasks, to work independently, and meet deadlines. Basic knowledge of math and record-keeping requirements. Organizational skills, attention to detail is a must and high accuracy; excellent verbal and written communication skills; the ability to work cooperatively with co-workers, supervisors, and with on and off campus contacts; demonstrate a high degree of motivation, tact and diplomacy; good listening and interpersonal skills. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.  In compliance with the Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call 909/748-8040.

TO APPLY: Please submit a resume/CV and cover letter with the application.

 

FOR MORE INFORMATION VISIT

 http://www.redlands.edu/human-resources/employment/

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Company

 

University of Redlands garden sign

 

The University of Redlands is a private, independent liberal arts university centrally located in the heart of southern California. Situated in the area east of Los Angeles known as the Inland Empire, the beautiful Redlands campus is within easy traveling distance of snow skiing, hiking and climbing to the north, some of the world’s best beaches to the south, Palm Springs and Joshua Tree to the east, and the urban culture of Los Angeles to the west.

Ranked 12th among regional universities in the West by U.S. News & World Report, Redlands offers 50 undergraduate programs as well as graduate programs in business, communicative disorders, education, geographic information systems and music.  

The University of Redlands serves approximately 5,000 students in its primarily undergraduate residential College of Arts and Sciences, as well as its School of Education and School of Business, which offer graduate programs at eight locations across southern California in addition to the main campus. The School of Continuing Studies offers non-degree program credentials and course opportunities.

Redlands blends liberal arts and professional programs, applied and theoretical study, traditional majors and self-designed contracts for graduation. For a select group of highly motivated, self-driven students, the progressive Johnston Center for Integrative Studies allows such inclined undergraduates to negotiate their own course of study with a faculty/peer committee, receiving narrative evaluations rather than letter grades.

The Master of Science in Geographic Information Systems program is an intensive, one-year residential program that draws international acclaim, in part due to the close collaboration with Redlands-based Esri, the world’s leading GIS company.

Recognized for having one of the highest study abroad participation rates among our peers, Redlands students travel the world, choosing from more than 100 programs. Redlands’ Community Service Learning program receives national acclaim each year as our students complete over 120,000 hours of public service annually around the world.

Learn more about the University of Redlands.

Find Us
Website:
Telephone
909-748-8040
Location
1200 E. Colton Avenue
P.O. Box 3080
ATTN: Human Resources
Redlands
California
92373
US
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