Administrative Office Associate II - Athletics & ARCC

Duties

• Performs administrative duties for Division of Athletics
• Provides administrative support for Director through being the point of contact for the department, typing correspondence, taking phone messages, scheduling appointments and meetings (preparing information for such meetings), and filing
• Processes all bills to Finance Office and keeps records
• Orders all supplies and equipment
• Keeps and maintains files for reporting to the NJCAA, on all teams and players, to include all documentation necessary for the athlete’s eligibility
• Schedules all season games with other colleges for all College sponsored sports using electronic scheduling software
• Prepares, submits, receives and files all contracts for home games/meets
• Prepares and maintains records for transportation for all team away events, coordinating departure/return times with coaches, to include HCC busing, charter busing, rental car reservations and airline flights
• Captures and maintains scheduling of all officials for the home game schedules (dates/times/changes,) and reviews correctness of schedules on the athletics website
• Manages input of athletic website and all social media outlets and ensures sites are accessible per federal regulations
• Prepares check requests for meal money, lodging, and entry fees for all away contests
• Affixes student athlete scholarships
• Prepares, distributes and files all Letters of Intents for student athletes
• Flags all student athletes into college systems with their appropriate sport participation cohort
• Affixes Athletic Director with distribution of athlete grades by running appropriate reports
• Keeps budget for all department accounts and athletic teams
• Keeps record of tickets, special arrangements, etc., for special athletic events
• Flexes time to assist with special events as necessary to include Regional and National tournaments, annual Hall of Fame Banquet, etc.
• Performs administrative duties to support the Athletic, Recreation, and Community Center (ARCC)
• Serves as first point of contact for the department
• Orders all supplies and equipment
• Provides information to public regarding special activities and general information
• Keeps schedule of classes and events in the A.R.C.C. working with the Coordinator of ARCC & Athletics and college-wide building/room scheduling system
• Processes correspondence for ARCC when necessary
• Processes all bills to Finance Office and keeps records

Requirements

• Associates degree required or the willingness to work towards a degree if hired; 3-4 years administrative experience of a progressively more responsible nature; or any combination of experience and training which provides the required knowledge, skills, and abilities
• A general knowledge of athletics is recommended

Skills And Abilities

• Excellent interpersonal skills
• Strong word processing skills
• Ability to work within integrated computer system and various software programs
• Outstanding scheduling and follow-up skills
• Ability to communicate with tact and courtesy and to establish good working relationships with staff, students, and outside agencies
• Ability to work independently in the absence of detailed instructions