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Athletic Eligibility Specialist

Chaffey College
$4,665.00 Monthly

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Administrative Jobs
Institutional & Business Affairs, Athletics
Employment Type
Full Time
Institution Type
Community College

Job Details

Athletic Eligibility Specialist

Chaffey College

Salary: $4,665.00 Monthly

Job Type: Classified Contract

Job Number: 23-24/00127

Location: Rancho Cucamonga, CA

Department: Athletics

Closing: 5/28/2024 11:59 PM Pacific

Position Description

Under general supervision, performs a broad range of secretarial, administrative, and technical assistance functions in support of the Athletics program; required to provide, evaluate, and maintain athletic eligibility information, control the release of sensitive information, and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor. This position provides support to the Director of Athletics.


  • Serve as liaison between supervisor, program, or division and various individuals and groups including other college staff, students, and parents; answer questions and provide information to coaches, students, and parents including information regarding recruitment and participation in intercollegiate athletics; provide technical assistance in various areas including athletic eligibility.
  • Initiate, coordinate, and conduct multiple eligibility workshops for various sports with coaching staff and student athletes to inform and review California Community College Athletic Association (3C2A) legislation and bylaws governing athletic recruiting and eligibility in the State of California and the 3C2A.
  • Assist with in-service training for coaching staff.
  • Prepare and submit a full range of required 3C2A forms including Athlete Registration/Competition forms and student athlete eligibility forms; assist student athletes in the completion of forms; ensure adherence with deadlines.
  • Maintain a variety of logs, files, records, and complex recordkeeping systems; maintain files of all documentation associated with student athlete eligibility; provide appropriate documentation to internal and external auditors for verification of compliance with all athletic eligibility rules and regulations; review files for previous participation, transfer information, and student athlete information; control the release of sensitive information to authorized personnel.
  • Evaluate and provide athletic and academic information and participation history of student athletes transferring to and from Chaffey College; ensure compliance with 3C2A bylaws; verify transfer eligibility and academic eligibility; work with the NAIA clearing house and the NCAA for academic and participation verification.
  • Evaluate transcripts of student athletes transferring to Chaffey College for course equivalencies and course substitutes; calculate units completed and grade point averages; work with counseling departments at Chaffey and other colleges to provide information that assists with grade changes/transcript updates in order to meet eligibility requirements.
  • Work in conjunction with the athletic academic counselor to assist students in meeting goals to achieve participation status and transfer status.
  • Review medical records and provide appropriate academic information and sports schedules for submission of injury/illness waivers to the 3C2A; ensure proper documentation of the sustained injury and compliance criteria; track waiver from initial submission to commissioner approval/denial.
  • Compile information, prepare, and process complex documents such as class schedules to include load calculations, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
  • Assist in the development and preparation of reports and other documents; verify information and calculations; collect data and provide research assistance for various studies and reports; provide data used in determination of student athlete insurance rates.
  • Monitor progress of assigned projects; maintain complex recordkeeping systems and schedules; assist instructional staff in developing and coordinating class schedules.
  • Maintain updated knowledge and records of regulations and requirements applicable to assigned office; attend and participate in appropriate seminars and workshops offered by the 3C2A and conference commissioners to stay current and informed regarding new legislation and reviews of existing constitution bylaws that impact eligibility requirements and transfer requirements; monitor transactions, programs, and services to ensure compliance.
  • Organizes office systems; recommends policies, procedures, and program activities.
  • Maintain calendars, schedule appointments, arrange meetings, and make travel arrangements.
  • Type, edit, and format a variety of materials; compose correspondence from general instructions; take notes and prepare minutes of meetings.
  • Works in multiple databases and websites to research, verify, and input data pertaining to sports offerings and student athlete eligibility.
  • Use a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.
  • Sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding programs and functions of assigned office.
  • Perform related duties as assigned.


  • Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment.
  • Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be completion of high school with responsible secretarial or administrative support experience involving extensive public contact and interfacing with various levels of management.
  • Knowledge of:
    • Generally accepted office practices, procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
    • Interpersonal skills using tact, patience, and courtesy.
    • Principles and practices of record keeping.
    • Principles of business letter writing and basic report preparation.
    • Proper English usage, grammar, vocabulary, punctuation, and spelling.
    • Arithmetic.
  • Ability to:
    • Perform a variety of office support duties and activities of a general and specialized nature in support of the division and the Athletic program.
    • Learn, understand, interpret, apply, and communicate pertinent codes, laws, and regulations pertaining to areas of assignment including applicable sections of State Education Code, 3C2A bylaws, and other applicable laws.
    • Learn, apply, and communicate complex policies, procedures, and methods relevant to assigned office.
    • Respond to requests and inquiries from students, parents, staff, or the public; effectively present information in person or on the telephone.
    • Analyze documentation for accuracy, completeness, and compliance with required procedures and regulations.
    • Type 60 net words per minute.
    • Take and transcribe meeting notes.
    • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
    • Adapt to changing technologies and learn functionality of new equipment and systems.
    • Prepare business correspondence.
    • Organize and coordinate office procedures, coordinate the work of others, and prioritize workload; perform complex secretarial and technical tasks within defined deadlines.
    • Develop, prepare, audit, and maintain accurate and complete records, reports, and files.
    • Use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
    • Follow written and oral directions.
    • Communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.
evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.

  • Knowledge of community college programs and services.
  • Experience in an athletic program at an educational institution is desirable.
  • Experience in athletic eligibility and intercollegiate athletic programs.

Additional Information

  • Working hours: Monday - Friday, 7:30am - 4:30pm . Hours may vary according to the assignment.
  • Must take and pass a mandatory annual compliance test issued by the California Community College Athletic Association to verify competency in the areas of athletic eligibility, recruiting, and Articles/Bylaws set forth by the 3C2A.

Chaffey College utilizes an online electronic application system. Our application can be accessed at The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.
  • Cover Letter
  • Resume
  • Copy of college level transcripts (if you are using your education to meet the qualifications, you may attach transcripts in "Other") (Photocopies or computer printouts are acceptable. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. International transcripts must be transcribed and evaluated in English by a bona fide evaluation service.)

This is a full-time, 12-month, classified bargaining unit position. Starting date: as soon as possible. Range 18 of the CSEA Salary Schedule, with a starting salary of Step A, $4,665. Excellent benefit package.
Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.
REQUIRED TESTING INFORMATIONApplicants must achieve qualifying scores on tests to be administered by the District. Testing will consist of two parts: Language Arts and General Math. All applicants will be notified via email of the testing day and time or to utilize the online self-scheduling feature. There is additional information regarding testing on the Human Resources main page, "Testing Information" link. Previous passing test scores within one year will be applied and you will not need to retest.

To apply, please visit


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Chaffey College serves over 18,000 students offering academic and career technical education programs to the local residents at the three campuses and online. The college's superior general education courses provide a basis for students to transfer to four-year colleges and universities or to acquire job skills necessary for the changing marketplace. Chaffey College is also recognized for its outstanding career technical education (CTE) programs. A student whose objective is to gain technical skills, change careers, or improve their existing skills can choose from over 60 CTE programs including accounting, nursing, automotive technology, fashion design and merchandising, fire technology or hotel and food service management.

Like the Inland Empire the college has a diverse population with a broad range of ages, cultures, and viewpoints represented. Students, faculty, staff, and the community, enjoy cultural opportunities on campus at athletic events, live theatrical and musical performances, and art exhibitions at the college's Wignall Museum of Contemporary Art.

Chaffey College has a rich history as one of the earliest colleges founded in California. George and William's vision for a college to serve the Ontario area has grown into a thriving nationally recognized center for learning. 130 years later the college and all that it stands for continuing to make a significant impact on the community, economy, and each individual who has stepped onto the college grounds.

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