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Administrative Assistant, Athletics

3 months ago

Joliet, United States Joliet Junior College Full time

Job Description:
POSITION TITLE: Administrative Assistant, Athletics

STATUS: Full time

DEPARTMENT: Athletics Department

DIVISION: Student Development

CLASSIFICATION: Non-exempt

UNION: TOSSC

REPORTS TO: Director of Athletics

PLACEMENT: Support, grade 7

MINIMUM PAY RATE: $44,327.08 annually

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Provides high-level administrative support to the Director of Athletics. Provides support to the Athletic Department and Event Center by overseeing and leading functions, assignments, and projects that assist maintaining successful operation of the department, athletic teams and building operations. Duties include but are not limited to overseeing the Athletic Department and Event Center administrative functions, and working with the Assistant Athletic Director, Coaches, Retention Specialists, staff and Dean, Student Success. Position is a primary contact for student-athletes and staff that have questions or issues. Communicates information and explains policies and procedures to staff and coaches, organizes meetings and supports workflow so that athletic competition, departmental operations and travel operates efficiently.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide administrative support to the Director of Athletics; prepare correspondence, documents, internal and external reports, and handle confidential materials.

2. Support the Director of Athletics and Assistant Athletic Director in developing and communicating game and practice schedules and maintain accurate team rosters. Update schedules in the college software system and prepare and submit work orders.

3. Responsible for coordinating purchases for review and approval by the Director of Athletics or Assistant Athletic Director for equipment and supplies. Reconcile purchases and maintain accurate accounting for athletic teams.

4. Responsible for preparing athletic competition contracts for opposing teams for home competitions; prepare travel expense reports and arrange transportation for competitions/contents hosted off campus.

5. Reconcile transportation and travel expenses for rentals and team trips.

6. Process payments and maintain accounting/records for officials and other workers for each home athletic competition.

7. Support the Director of Athletics by monitoring the budget and providing a thorough report of accounts for each sport.

8. Assist the Assistant Athletic Director with Event Center reservations/rentals; including communicating and sharing dates, contracts and contract information for external rentals.

9. Assist the Athletic Department with preparations and execution of all Athletics celebrations, events, and trainings. As needed, provide support in the evenings and weekends.

10. Assist with the JJC Athletics web page.

11. Assist in the preparation and organization of data for annual Equity in Athletics Disclosure Act (EADA) report.

12. Prepare National Letters of Intent for student-athlete signings.

13. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate’s degree.

2. Three (3) years of administrative work experience.

3. Proficient in Word, Outlook and Excel.

4. Excellent oral, written and organizational skills.

5. Ability to handle multiple tasks and responsibilities simultaneously and product high quality work with minimum supervision.

6. Demonstrated ability and willingness to work cooperatively with a diverse population.

7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

8. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Experience in athletics and/or physical education.

2. Ability to handle multiple budget accounts.

3. Proficient in NCAA, NAIA, or NJCAA eligibility rules

4. English and Spanish verbal and written communication proficiency.

5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.

2. Ability to travel between campus locations and to and from community events.

3. Ability to travel in state and nationally.

WORKING CONDITIONS

1. Duties are performed indoors in the usual office and/or outdoor environment.

PLEASE INCLUDE THE FOLLOWING ITEMS WITH YOUR APPLICATION:

- Resume
- A cover letter with your interest in being considered for the position.
- Unofficial Transcripts (must be included)

Full Time/Part Time:
Full time

Union (If Applicable):
TOSSC

Scheduled Hours:
40