Job title: Administrative Assistant – Athletics Department
Company: Harper College
Job description: Job Description:Responsible for providing high level administrative assistance to the Director of Athletics, Head and Assistant Coaches, Athletic Trainers, Sports Communications Assistant, and Equipment Manager. Ensures the college is in compliance with NJCAA requirements and Region 4 sports association rules and regulations.Responsibilities:Oversees day to day operations of the Athletics Department Office. Maintains department procedure manual and operational calendar. Arranges appointments for the Athletic Director and assists with the Director’s Calendar. Coordinates and schedules appointments and meetings as directed. Opens and screens department mail and composes independent replies to routine correspondence. Drafts letters, reports and communications on behalf of the Director of Athletics, as directed. Triages student-athletes needs and refers to appropriate departments for support information and resources. Assists with mailings and sports information news release for marketing, recruiting and publicity purposes.Responsible for monitoring departmental budget records including requisitions, purchase orders, check requests, and encumbrances associated with budget control during the fiscal year. Prepares monthly budget transfer and transaction adjustment requests. Prepares monthly departmental spreadsheets of charges to each account. Makes recommendations regarding budget needs for office operations. Assembles budget information and assists in the preparation of the Departmental budget. Maintains an office ledger for 13 athletic teams and other departmental expenditures. Runs necessary reports for budget purposes Assists with budget capital equipment expenditures as directed. Prepares athletic contests contracts and maintains records of returned contracts.Establishes, organizes and maintains departmental files and database of student athletes, confidential personal files, committee and correspondence records, program reviews, confidential athlete records, end of year reports, staffing and operational analysis. Prepares Harper Letter of Intent and NJCAA National Letter of Intent for each athlete. Maintains records of returned letters and inputs information in the NJCAA LOI System. Creates templates, compiles and prepares various annual reports including Equity in Athletics and End of Year Report.Facilitates the coordination of the logistics for both end of year Athletic Department Recognitions, including but not limited to, invitations, dining and meal orders, payments, program and awards.Organizes and facilitates the transportation schedule for the department in alignment with season needs for each sport. Coordinates with equipment room staff for the release of uniforms, equipment, lockers and completion of season awards for students.Directs office student aides. Assigns duties as workload priorities dictate. Assists in making recommendation for the hiring and evaluation of same staff.Coordinates the HR Process for the department including job postings, onboarding, salary notification development and termination. Provides assistance to the department professional staff and assists with special projects as needed.Serves on College committees and performs related duties as assigned.Qualifications:Education: Bachelor’s degree preferred OR, any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.Experience: Two years general office experience with (1) year experience in a related field such as an athletic department. Proficiency with Microsoft Office and database software required. Ability to work in a fast-paced environment, with experience in creating reports and analyzing data. Experience in planning, analyzing, and coordinating activities and establishing priorities, as well as quickly pivoting with changes, which may include and/or be in conjunction with decision making needs and the resolution of conflicts. Evidence of effective communication, both oral and written.
Expected salary:
Location: Palatine, IL
Job date: Wed, 23 Oct 2024 01:18:31 GMT
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Administrative Assistant – Athletics Department
