Assistant To The Director - Intercollegiate Athletics

JobSummary:

Provide condential administrative support within the Intercollegiate Athletics and Campus Recreation department and in direct support of the Director. Maintain the Directors calendar arrange staff meetings organize and coordinate special projects events and programs (Senior Brunch Scholar-Athlete Luncheon Hall of Fame). Prepare and process appointment letters forms and transactions through Oracle the Colleges Human Resources and Financial Information system. Assist with all confidential personnel matters including student-athlete evaluations. Assist in preparing and monitoring oce and department budget(s); assimilate data and assist in the preparation of comprehensive reports; compose and prepare condential and other correspondence and materials and maintain all records les and documents. Serve as liaison with campus oces coaches staff and students regarding department operations. Maintain and ensure the condentiality of all oce records andles.

Supervision:

This position reports to the Director of Intercollegiate Athletics and Campus Recreation. This position will provide day-to-day direction and guidance to various student assistants assigned to the Intercollegiate Athletics Department.

Job Responsibilities:

1. Serve as the rst point of contact within the Intercollegiate Athletics and Campus Recreation. department located in the Athletics and Events Center; develop and maintain effective working relationships within the department campus community and with individuals having contact with the oce; respond to questions or inquiriesasappropriate;referunusualmatterstothedirector.
2. Manage the Directors calendar including coordinating meeting schedules conference calls and appointments; arrange detailed travel plans; manage logisticsand compile itineraries and preparematerials. Assist with Athletics Advisory Council communications and donor relations.
3. ;processon-linetravel .
4. Maintaincondentialpersonnelles;preparepaperworkandprocessinformationfornewcoachesandotherstaffhires;prepareandprocessappointmentformsfor allcoachingpositions;enterpersonnelandpayrolldatatobeprocessed.
5. Coordinate team travel with bus companies and hotels. Ensure travel itineraries and hotel contracts are executed for team travel.
6. Assist with Budget Operations including team travel reconciliation for assigned sports. Process travel and expense reports. Assist in maintaining budget records and tracking of nancial commitments for specic events programs and/or activities. Process purchasing EZ PayProCard and other transactionsandpaymentsthroughtheHumanResourcesandFinancialInformationSystem.
7. (Assign to a coach) Coordinate team travel by bidding and securing bus transportation and hotel accommodations. Create and maintain master schedule for team competitions and travel arrangements.
8. Processrequisitionsusingtheon-linerecruitmentsystem;serveasliaisonwiththeOceofHumanResourcesregardingthehiringprocessfornewstaffand coaches; reviewguidelines; oversee the preparation of Waivers to Post Authorization for Recruitment and Recommendations for Hire; work with the director to nalize new appointment forms and offer letters. Process transactions to update staff and faculty information within the Human Resources and Financial Information System.
9. Process requisitions using the on-line iProcurement system and enter EZpay requests using the on-line nancial information system Parnassus. Maintainaccounts and budget ledgers and submit bills for payment. Provide updated information data and reports as required or requested from thedirector.
10. Support department finance and budget management with supervision of specific sport program expense report management. Work with Associate Director of Athletics for Finance and Administration on budget development management and reporting.
11. Maintain the department computer inventory and assist with support for all coaching and administrative staff.
12. Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff faculty students and visitors to the College. Promote a exible collaborative and inclusive work and living environment andengageineducationalopportunitiestoincreaseawarenessandunderstandingofdiversityandinclusion.
13. Provide direct assistance to the director for special acknowledgement letters to donors and monitoring private donation accounts. Develop and maintain working relationshipswithalumsandguestvisitors;assistwithpreparationofon-and-offcampusevents.
14. Attendmeetingsandrecordprepareanddistributetheagendasandminutes;maintainarchivalrecordofminutes.
15. Providedirectionandguidanceregardingocepoliciesandproceduresandserveasaninformationsourceforcoachesstaffandstudents.
16. Orderocesuppliesusingtheon-linevendorandProCardpurchasingprograms;communicatethecorrectprocedureforutilizingdepartmentalfunds.

Qualifications:

Associates degree and a minimum of 2 years experience providing administrative support for senior level management or the equivalent combination of education and experience; excellent organizational written and verbal communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; strong attention to detail; familiarity with intercollegiate athletics programs; extensive knowledge of various word processing spreadsheet and database software applications; proven ability to process sensitive and condential information and previous budget management experience are required. Experience in a college or university setting is preferred.

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible safe indoor environment. The incumbent will be required to operate a personal computer and associated equipment such as computer printers and other oce equipment used in the day-to-day oce operations. The incumbent may be required to deliver or pickup various correspondences or materials from other on campus locations and must be able to walk drive or make alternative transportation arrangements.

This position is 37.5 hours per week 52 weeks per year.

Application Instructions:

Interested applicants must apply online and attach a resume cover letter and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at or

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

Hiring Range:

$20 to $23 per hour commensurate with qualifications and experience.

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits including:
Healthcare including vision and dental
Generous Paid Time Off Policies
403B Retirement Savings Plan with Matching Employer Contribution
EAP
Flexible Work Plans
Educational Benefits
Career-Enhancing Trainings
For an overview of our benefit offerings please visit an effort to promote campus safety and the security of College resources Ithaca College will consistent with the requirements of the law and prudent practices conduct criminal background investigations per College policy. This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.