Competitive Sports Office Assistant

About the Role

Under the direction of the Competitive Sports Manager, the Competitive Sports Office Assistant focuses on the daily operation of the Intramural Sports and Sports Club Program. This position requires availability for morning, afternoon, evening, and weekend hours and assists with administrative tasks including customer service, record keeping, promotional assistance, and facility and event supervision.

Responsibilities

• Assists with managing participant database and forms through FusionPlay and DSEREC; maintains privacy of members and guests' personal information; completes filing to maintain an organized database system consistent with all additional Aztec Recreation facilities.
• Assists with the collection, dissemination, and organization of intramural and sport club participation, including:
  • Collection and maintenance of intramural and sport club rosters
  • Sport club information forms
  • Student driver forms
  • Accident report forms
  • Ejection report forms
  • Incident reports
  • Insurance claim forms
  • Any other required record keeping
• Assists with administrative tasks, data entry, reports, program statistics, filing, and program assessment.
• Assists with the hiring and training of competitive sports officials and intramural supervisors.
• Assists with inventory tracking and facility equipment replacement.
• Contributes to and attends regular staff meetings.
• Enforces all Aztec Recreation and Competitive Sport policies to ensure a safe, professional, and enjoyable environment for all participants and guests.
• Assists in planning the end-of-year Awards Banquets.
• Maintains excellent customer service and communicates customer comments, participant issues, or other important information to the competitive sport frontline staff and/or professional staff.
• Performs other duties as assigned, including working designated facilities and sport supervisor shifts.

Customer Service and Collaboration

• Establishes and maintains working relationships with various A.S. and University departments.
• Greets all customers in a timely manner and assists with questions and/or comments.
• Refers customers to appropriate personnel if unable to assist.
• Maintains positive and effective working relationships with all customers.
• Informs supervisor of any customer issues.

Safety

• Ensures all operations are conducted with safety of staff and customers as the first priority, in accordance with the Injury and Illness Prevention Plan and other safety policies.
• Adheres to Associated Students' Code of Safe Practices.
• Reports accidents to supervisor and reviews changes required to avoid reoccurrence.
• Ensures proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor.
• Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately.

Requirements

• Students must be enrolled in at least half-time units at SDSU (6 units undergraduate; 3 units graduate). International students must have full-time enrollment at SDSU (12 units undergraduate; 6 units graduate). Global Campus units do not meet the SDSU unit requirements.
• Must be in good academic standing.
• Must be eligible to work in the United States.
• CPR, AED, and First-Aid certifications required.
• Experience with event management and customer service preferred.
• Proficient knowledge of intramural sport or sport club operations and Aztec Recreation programs, facilities, and policies required.
• Knowledge and/or participation in Aztec Recreation programs and facilities preferred.

Trainings

• Anti-Harassment Training for Non-Supervisors (must be completed within 30 days of hire).
• Gender Awareness Training (must be completed within 30 days of hire).
• Workplace Violence Prevention Plan Training (must be completed within 30 days of hire).

Performance Expectations

• Must be comfortable with computers, greeting members, and working in a fast-paced environment.
• Must be capable of maintaining positive working relationships with staff and customers.
• Must be able to exercise tact and exhibit sound professional judgment.
• Must be able to work with confidential items and understand the importance of confidentiality in project work.
• Strong organizational skills required.
• Must be able to follow oral and written directions and follow projects through to completion.
• Must be professional and courteous at all times.
• Must be able to work well with different work styles.
• Must be punctual and regular in attendance; arrive on time and ready for the workday.
• Must possess a friendly attitude and demeanor.

Skills

• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues, and guests.
• Strong English language skills and the ability to read, write, and verbally communicate at a level appropriate to the duties of the position.
• Ability to operate a computer, proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), and ability to learn and utilize new software programs.
• Ability to manage information flow (including internal, external, and customer communication).

Schedule

This is a part-time position requiring flexibility and willingness to work irregular hours and days, including mornings, evenings, and weekends as needed by the program schedule. Up to 20 hours per week, including evenings and weekends; employee schedules vary according to business needs. Open schedule availability and willingness to pick up additional shifts on short notice preferred. Work shifts will be scheduled with full consideration of the employee's academic schedule.

Work Environment

The work environment includes both indoor and outdoor settings. While working indoors, the lighting and temperature are adequate, and there are no hazardous conditions. Work is generally performed within an office environment with standard office equipment and in a recreation environment with standard gym and sports equipment. Possible exposure to distracting/uncomfortable noise levels may require hearing protection.

When working outdoors for program activities, exposure to sun, heat, wind, rain, and other outdoor elements is expected. Outdoor areas include fields, pools, and courts. Work may involve exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, and/or loud noises.

Physical Demands

The physical demands include spending long hours sitting and using office equipment and computers. This position also involves filing and occasional lifting of supplies and materials, including banker boxes and files. Physical requirements include:

• Walking, walking over rough or uneven surfaces, bending, stooping, climbing, and working in confined spaces.
• Lifting, pushing, pulling, and carrying loads up to 50 pounds (unassisted) and 75 pounds (with assistance).
• Standing and moving for extended periods.
• Occasional business-related driving.

Relationships

• Inside the Organization:
  • Reports to the Competitive Sports Manager and Supervisor.
  • Works closely with the Assistant Directors of Competitive Sports, Competitive Sports Program Leads, and Assistant Athletic Trainers.
  • Interacts with Intramural Supervisors and Competitive Sports Officials.
  • Interfaces with other Aztec Recreation Staff.
• Outside the Organization:
  • Athletic Department coaches and staff.

Pay

$17.75 per hour.

MVR and DMV record review is required for positions that drive university vehicles and/or passengers for program-related trips.