ASSISTANT TO THE DIRECTOR - INTERCOLLEGIATE ATHLETICS

 Job Summary:

Provide confidential administrative support within the Intercollegiate Athletics and Campus Recreation department and in direct support of the Director. Maintain the Director’s 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 College’s Human Resources and Financial Information system. Assist with all confidential personnel matters including student-athlete evaluations. Assist in preparing and monitoring office and department budget(s); assimilate data and assist in the preparation of comprehensive reports; compose and prepare confidential and other correspondence and materials and maintain all records, files, and documents. Serve as liaison with campus offices, coaches, staff, and students regarding department operations. Maintain and ensure the confidentiality of all office records and files.

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 first 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 office; respond to questions or inquiries as appropriate; refer unusual matters to the director.
2. Manage the Director’s calendar including coordinating meeting schedules, conference calls, and appointments; arrange detailed travel plans; manage logistics and compile itineraries and prepare materials. Assist with Athletics Advisory Council communications and donor relations.
3. Provide primary administrative support for the director to include preparing confidential documents, proposals, correspondence, reports, and agreements. Compile information and assist with reporting data. Answer telephone, email inquiries, and mail and redirect to appropriate departments or personnel; process on-line travel authorizations and expense reports for the director. Maintain correspondence and other communications for the department.
4. Maintain confidential personnel files; prepare paperwork and process information for new coaches and other staff hires; prepare and process appointment forms for all coaching positions; enter personnel and payroll data to be processed.
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 financial commitments for specific events, programs, and/or activities. Process purchasing, EZ Pay, ProCard and other transactions and payments through, the Human Resources and Financial Information System.
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. Process requisitions using the on-line recruitment system; serve as liaison with the Office of Human Resources regarding the hiring process for new staff and coaches; review guidelines; oversee the preparation of Waivers to Post, Authorization for Recruitment and Recommendations for Hire; work with the director to finalize 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 financial information system Parnassus. Maintain accounts and budget ledgers and submit bills for payment. Provide updated information, data and reports as required or requested from the director.
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 flexible, collaborative and inclusive wor