Administrative Assistant IIFacilities Scheduler Athletics
Administrative Assistant IIFacilities Scheduler Athletics
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Job Description
POSITION CODE: 7294
DEPARTMENT/ADMINISTRATION: Athletics
APPOINTMENT:Staff NonExempt Twelve 12 Months Fulltime 40 hours)
SALARY RANGE: $17.64 Per Hour
INTRODUCTORY PERIOD:Six 6 Months
AVAILABLE:Immediately
BENEFITS OVERVIEW:BROCHURE
POSTING DATE:September 2 2024
APPLICATION DEADLINE: Open Until Filled Apply Immediately.
Definition of Classification:
The Administrative Assistant II/Facilities Scheduler provides comprehensive administrative support to the Athletics Department overseeing all Field House office activities and coordinating the daytoday office operations including performing receptionist duties.
Reporting to the Administrative Assistant III this position provides support to department staff administrators and parttime assistant coaches. Coordinates communications and information between the Director of Athletics Associate Athletics Director Administrative Assistant III Director of Athletic Communication Physical Education and Kinesiology chairs media vendors students parents alumni and the staff of the Field House Fitness Center and Thompson Aquatic Center.
Duties and Responsibilities:
The duties and responsibilities include but are not limited to the following:
- Functions as an active member of the Department of Physical Education and Athletics.
- Serves as first point of contact; greets and directs visitors and students to the Field House Training Room Equipment Room Fitness Center and Thompson Aquatic Center.
- Leads contact for scheduling the universitys athletic facilities requests with outside parties ensuring that proper insurance paperwork is received along with payment and any followup.
- Leads contact for scheduling athletic department sport practices contests and meetings using campuswide 25LIVE scheduling system working with Event Services to ensure timely approvals and confirmations.
- Leads contact for scheduling oncampus spaces for members of the Physical Education and Athletics department and requests by oncampus community groups utilizing campuswide 25LIVE scheduling system protocols working with Event Services to ensure timely approvals and confirmations.
- Leads contact for Event Services scheduling of summer conferences requesting use of athletic facilities; assists Event Services staff as needed facilitating communication within the department.
- Collaborates with Athletics supervisors of Currier Gym Fitness Center and Thompson Aquatic Center facilities to create and maintain periodic open hours fliers for posting during the academic year and summer.
- Collaborates to coordinate and facilitate the transportation needs of the sports programs and coaches including reserving confirming and communicating scheduled travel; creates multipleday travel itineraries as needed.
- Ensures and monitors that department procedures processes and checklists are followed according to the procedure manual updating as needed and helping direct and facilitate those procedures and processes including universitywide policies and procedures.
- Prepares and processes various accounting forms including check requests purchase requests and expense reimbursements along with accompanying receipts for travel and recruiting expenses and cash receipts.
- Creates letters mailing lists emails invitations schedules and contacts using Microsoft Office applications using rough drafts notes or verbal instructions. Takes minutes at monthly coaches meetings and disseminates.
- Provides administrative and logistical support for fall sports early arrival as well as winter and spring sport programs return to campus.
- Maintains files for the football grounds and equipment programs and athletic facilities.
- Prepares outgoing mail including FedEx and UPS; sorts routes and distributes incoming mail and packages.
- Responsible for office equipment and furniture inventory sourcing and placing orders for replacements as needed; requests maintenance as needed and reported by others.
- Maintains and orders office supplies to include the compilation processing and distribution of annual calendars.
- Trains oversees and supervises studentemployees to perform receptionist mail filing and data entry duties and assists with other programs student employees.
- Screens telephone calls for coaches assistant coaches administrators and staff.
- Helps coordinate athletic banquets for assigned sports including invitations room reservations and cash boxes; assists with sports programs EndofSeason awards.
- Monitors housekeeping and maintenance needs and submits work orders and requests according to established university procedures.
- Serves as backup for the Administrative Assistant III in the office of Director of Athletics and Physical Education when out of the office or on vacation.
- Performs other duties and special projects as assigned.
Qualification Guidelines
Any combination equivalent to but not limited to the following:
Experience/Training/Education:
Required
- High school diploma or equivalent supplemented with two years of additional course work in related fields such as business secretarial computer software/word processing and spreadsheet programs including the ability to use database and Microsoft Office software programs.
- Three 3 years of administrative support experience or related experience.
Knowledge and Skills:
- Knowledge of English grammar spelling and punctuation.
- Excellent verbal and written communication skills.
- Basic knowledge of mathematics.
- Excellent organizational skills and detail orientated with high accuracy.
- Ability to prioritize tasks meet deadlines and work independently and with minimal supervision in a fastpaced environment with changing priorities.
- Effective communication and presentation skills; ability to write clearly and concisely.
- Effective listening and interpersonal skills.
- Demonstrate a high degree of motivation tact and diplomacy.
- Basic knowledge of record keeping and record retention requirements.
- Proficiency in computer skills using Microsoft Office Suite including Excel Word and PowerPoint.
- Ability to operate standard office equipment.
- Knowledge of applicable federal and state laws and regulations.
- Understand interpret and apply federal and state policies and laws.
- Ability to work cooperatively with coworkers supervisors and with on and off campus contacts.
- Aptitude to learn new and evolving technology.
- Ability to recommend appropriate courses of action within established guidelines.
- Ability to foster strong positive relationships and align both internal and external resources to achieve university objectives.
- Ability to exercise independent judgment and initiative.
- Deliver great customer service.
- Ability to work effectively with confidential information.
- Must be able to competently interact with a culturally and ethnically diverse population of students faculty and staff.
Physical Requirements/Working Conditions:
Working Conditions:
Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.
Physical Demands:
Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift carry and/or move objects weighing up to 20 pounds.
TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act if selected for the interview process and accommodations are needed please call. If you are unable to complete an application due to a disability contact us at to ask for an accommodation or an alternative application process.
HIRING RANGE:Anticipated hiring range is near or at the minimum of the classification commensurate with candidates education experience skills and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience skills knowledge abilities education licensure and certifications and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as theHiring Range. Placement within the Hiring Range is determined by internal equity and relevant qualifications.
BACKGROUND CHECK:Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment which may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
DRIVERS LICENSE CHECK:Possession of a valid Drivers License is required for certain positions. Employees in positions that require a valid Drivers License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid drivers license and reflects driving record.
PHYSICAL AND PSYCHOLOGICAL EXAMS:For certain positions typically in Public Safety Facilities Athletics and Information Technology Services departments employment is contingent upon a candidate passing a preemployment physical exam with the ability to lift in excess of 50 Safety Officers in addition to a preemployment physical exam will also be required to pass a psychological evaluation.
FOR MORE INFORMATION VISIT
MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.
AN EQUAL OPPORTUNITY EMPLOYER.
Employment Type
Full-Time
