Administrative Assistant - Game Day Operations Department of Athletics

Profile

Job no:
496139
Work type:
Regular Full-Time
Location:
Glassboro, New Jersey
Categories:
Administrative - Clerical, Professional

Administrative Assistant 3 - Game Day Operations, Department of Athletics
Summary
Reporting to the Associate Director of Athletics, the Administrative Assistant - Game Day Operations, is an integral member of the athletic department. A full-time, permanent staff member, the Administrative Assistant - Game Day Operations will provide operational and support services for the intercollegiate athletic program and assist the Associate Director with planning, coordinating, promoting, and maintaining a comprehensive competitive athletic department, among other duties.

About the Department of Athletics
The Department of Athletics exists to purposely foster a selfless environment that cultivates community, embraces learning and enhances excellence in sport and life. We are a NCAA Division III institute that is a member of the New Jersey Athletic Conference. We currently have 18 varsity competitive sports.

Position Description
The Rowan University Department of Athletics is looking to fill the position of Administrative Assistant - Game Day Operations. This position serves a vital role in supporting the day-to-day operations of the Athletics Department in an effort to achieve operational excellence. The position is in constant communication with members of the athletics department, as well campus offices, vendors, and other external stakeholders. The staff member is also responsible for oversight of a number of administrative tasks that support the function of the department of athletics and the University at large. The ideal candidate will be a detail-oriented multi-tasker who is adept at prioritizing responsibilities, passionate about customer service, and has a genuine interest in athletics and the inner workings of a Division III Athletics Department.

Essential Duties and Responsibilities
The following description addresses the general duties and responsibilities of the Administrative Assistant - Game Day Operations. This document does not cover all job expectations or specific procedures for completing these responsibilities. All employees are expected to review and abide by additional policies and specific procedures described in other documents including manuals, as well as all local, state and federal laws. Must be available and responsive outside of traditional work hours. Assist the Associate Director with game schedules and contracts for all sports
Oversight of all aspects of competition support including but not limited to: Student Workers
Meal Money
Gas Cards
Entry Fees
Hotel Payments
Officials
Hiring, organizing and payment of game management support staff
Scheduling of transportation including busses, airfare, vans, rental cars
Assist with processing of athletic department staff travel requests, travel expenses, and day travel through Direct Travel / Concur System
Assist with the Mascot, promotions and game day events
Facilities - Submit and follow up on work orders related to all athletic facilities
NCAA Events Assist in organization and preparation of NCAA events
Supervise student workers for these events
Process reimbursements from the NCAA for these events
Perform other duties as assigned by the Associate Director of Athletics
Hiring and Staffing
Manage and coordinate necessary paperwork for staffing and hiring Department of Athletics new hires, support staff, independent contractors, and students.
Manage, coordinate and process all new hires, support staff, and student contracts.
Manage, coordinate, and process department student timesheets.
Manage, coordinate and monitor all student worker paperwork related to FWS/IWS funding.
Coordinate payments of independent contractors, students, and support staff.
Purchasing and Payments
Coordinate, process, monitor, and pay approved reimbursements, payments, and purchase orders for the Department accurately, in a timely manner, and in accordance with financial policies of the university and department.
Process internal money transfers within the institution and the department using DCAs.
Assist with processing all deposits, cash receipts, and recording revenue.
Identify cost savings opportunities and suggest solutions to identified problems.
Record keeping
Maintain updated data lists of full-time and part-time staff.
Maintain and update data sets on existing computers and their replacement times.
Maintain and update data on department office phones.
Assist in reviewing departmental expense reports and receipts.
Assist in monitoring and coordinating (18) department and (21) discretional budgets within the Department of Athletics.
Assist in data management to ensure accuracy and database integrity.
Prepare accurate, timely reports on budget, financial status, and other topics as requested, typically using Excel spreadsheets.
Maintain and update confidential personnel files.
Training and Development
Participate in department meetings as necessary in order to inform / train staff on changes in policy and procedure
Assist in troubleshooting inquiries from staff members pertaining to budget, purchasing, and financial issues.
Other Responsibilities:
Ensure compliance with University policies related to business.
Expedite and coordinate services such as maintenance, repairs, mail and supplies.
Work collaboratively with the department team to support space allocations, moves, and other issues related to facilities.
Stay informed about revised and new personnel policy statements, regulations, and directives published by the department of personnel and develop plans and procedures for implementation of such communications.
Act as a liaison with various other offices on campus: Provost's Office, Accounts Payable, Facilities, Human Resources, Budget and others offices.
Other duties assigned by the Associate Director of Athletics
Required Essential Skills and Qualifications
Bachelor's degree from an accredited college or university (preferably in business, accounting, finance or related area)
One (1) year of professional experience working with budget and finance, preferably in a higher education setting
Effective analytical, organizational, conflict resolution and communication skills are essential.
Strong computer skills including WORD, EXCEL, GOOGLE, and BANNER or other database software
Excellent oral and written communication skills and expertise in budget development and management.
Ability to build cross-functional alliances and train personnel in proper procedures and policies.
Ability to be a team player and build effective working relationships with professional staff, and administrators.
Demonstrated ability to work effectively with college athletes, coaches and administrators.
Knowledge of and strict adherence to NCAA, NJAC and University rules and regulations.
Preferred Qualifications
The preferred candidate will be able to: Familiarity with university finance and administrative database systems (BANNER) desired.
Work autonomously with limited direct supervision
Solve problems efficiently and creatively, and take proactive measures whenever possible to prevent problems from arising
Multitask and maintain focus while managing regular interruptions
Train others in simple and complex processes, and delegate work accordingly as appropriate
Effectively interact with multiple constituencies in a fast-paced and evolving environment
Practice open-mindedness and work with diverse groups
Demonstrate organization, and professional communication and presentation skills
Analyze and compile data
Work proficiently with Banner Self-Service, Banner 9 Administrative pages, and Microsoft Office applications, and other data tools
Advertised:
Feb 10 2022
Eastern Standard Time
Applications close:
Feb 24 2022 11:55 PM
Eastern Standard Time
Rowan University

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