Administrative Assistant for Athletics

EXPIRED

Lycoming College is hiring an Administrative Assistant for Athletics! This position is responsible for supporting the operations of the department by providing administrative clerical support and assistance to the coaches and sports teams, Athletic Director, Assistant Athletic Director, and other department staff members in all daily activities, tasks, projects, and major events.

Who We Are:
Founded in 1812, Lycoming College is one of the nation’s oldest and most respected liberal arts colleges. Today, our community of 1,200 active learners from 31 states and territories and 15 countries comprises a student body that is 35 percent domestic students of color or international, all of whom work with our renowned scholars to craft customized combinations of market-driven majors, minors, and concentrations across our 40+ academic programs. Students compete in 19 NCAA Division III sports, participate in faculty-driven research, thrive in a robust program of internship experiences, and study abroad in more than two dozen countries. Lycoming College has one of the highest endowment-per-student ratios in the country. The institution is a member of the Annapolis Group of Liberal Arts Colleges and is recognized by The Princeton Review as one of The 388 Best Colleges. Lycoming College is dedicated to providing a high-quality liberal arts and sciences education for all students. Learn more athttp://www.lycoming.edu.

What will I do in this role? - Serve as receptionist and primary administrative contact for the entire athletic complex. Respond to and assist walk-in inquiries from students, faculty, staff, and visitors in a prompt and courteous manner. - Type, copy, scan, and process department documents including recruitment correspondence, reports and studies pertaining to athletics (19 sports in all). Type, copy, assemble syllabi and other course documents (e.g. Physical Education, dance, karate, wellness, etc.). - Maintain knowledge and understanding of NCAA rules and regulations. - Request and process certificates of insurance per coaches’ event requests as needed from Human Resources. - Hire, train, supervise and coordinate work responsibilities of department student workers. Supervise student assistants who perform various tasks for the sports coaches. - Prepare, process, and sort departmental incoming and outgoing mail. - Process accounts receivable to the Business Office using appropriate general ledger budget account allocations. Process all invoices to accounts payable in the Business Office for prompt payment. Type check request forms for all coaches and department staff. - Process department Pcard transactions and reconcile monthly Pcard statements for all coaches and staff. - Process work order requests to Buildings & Grounds for repair, routine maintenance and special requests for the gym, recreation center, and stadium facility. - Maintain a facility usage scheduling book and a 12-month calendar of events for the athletic facility. - Schedule meetings, make room reservations, and handle other details including refreshments in connection with meetings, seminars, or other activities for the Athletic Department. - Schedule all vans, buses and transportation for all athletic events for the entire year.

Lycoming College is hiring an Administrative Assistant for Athletics! This position is responsible for supporting the operations of the department by providing administrative clerical support and assistance to the coaches and sports teams, Athletic Director, Assistant Athletic Director, and other department staff members in all daily activities, tasks, projects, and major events.

Who We Are:
Founded in 1812, Lycoming College is one of the nation’s oldest and most respected liberal arts colleges. Today, our community of 1,200 active learners from 31 states and territories and 15 countries comprises a student body that is 35 percent domestic students of color or international, all of whom work with our renowned scholars to craft customized combinations of market-driven majors, minors, and concentrations across our 40+ academic programs. Students compete in 19 NCAA Division III sports, participate in faculty-driven research, thrive in a robust program of internship experiences, and study abroad in more than two dozen countries. Lycoming College has one of the highest endowment-per-student ratios in the country. The institution is a member of the Annapolis Group of Liberal Arts Colleges and is recognized by The Princeton Review as one of The 388 Best Colleges. Lycoming College is dedicated to providing a high-quality liberal arts and sciences education for all students. Learn more athttp://www.lycoming.edu.

What will I do in this role? - Serve as receptionist and primary administrative contact for the entire athletic complex. Respond to and assist walk-in inquiries from students, faculty, staff, and visitors in a prompt and courteous manner. Apply Now

- Type, copy, scan, and process department documents including recruitment correspondence, reports and studies pertaining to athletics (19 sports in all). Type, copy, assemble syllabi and other course documents (e.g. Physical Education, dance, karate, wellness, etc.). - Maintain knowledge and understanding of NCAA rules and regulations. - Request and process certificates of insurance per coaches’ event requests as needed from Human Resources. - Hire, train, supervise and coordinate work responsibilities of department student workers. Supervise student assistants who perform various tasks for the sports coaches. - Prepare, process, and sort departmental incoming and outgoing mail. - Process accounts receivable to the Business Office using appropriate general ledger budget account allocations. Process all invoices to accounts payable in the Business Office for prompt payment. Type check request forms for all coaches and department staff. - Process department Pcard transactions and reconcile monthly Pcard statements for all coaches and staff. - Process work order requests to Buildings & Grounds for repair, routine maintenance and special requests for the gym, recreation center, and stadium facility. - Maintain a facility usage scheduling book and a 12-month calendar of events for the athletic facility. - Schedule meetings, make room reservations, and handle other details including refreshments in connection with meetings, seminars, or other activities for the Athletic Department. - Schedule all vans, buses and transportation for all athletic events for the entire year. - Type requests for all travel expenses for all the athletic events for the entire year. Money allocations are counted, divided into specific increments, and delivered to the coaches before each sporting event. Type all home sporting event contracts for all 19 sports. - Type contracts and secure payment for services rendered for officials for each home sporting event for all sports. - Update and maintain recruiting data files for designated sports. Update and maintain departmental records and files. Maintain confidentiality of office files and records including typing and making copies of the budget for the Athletic Department (19 individual sports budgets plus the general athletic budget for the operation of the department). - Maintain computer directories of each sport roster which is used by other offices on campus to determine which students are participating in specific sports. - Order and maintain office and other supplies for the department. Order all stationery for each sport and the department in general (e.g. stationery, business cards, envelopes, etc.). - Proctor students taking tests (infrequent). - Sell fundraising items for the different sports when coaches are not available. What are we looking for?

Educational Requirements: High school diploma; associates degree preferred.
Experience and Qualifications: - Minimum 3 years of significant experience in a fast-paced, executive office required. - Computer skills essential (knowledge of Microsoft Word and Excel; experience using email and internet) - Excellent communication and interpersonal skills; ability to use tact, discretion and courtesy in contacts with all persons who have contact with the College. - Writing and proofreading skills sufficient to prepare a wide variety of documents with correct spelling, grammar, and punctuation. - Proficiency in word processing, database, and spreadsheet applications with speed and accuracy. - Ability to maintain a high degree of confidentiality at all times - Ability to effectively plan, organize and prioritize work - Ability to effectively organize, manage and complete concurrent priorities within set time periods - Ability to interpret and apply policies and procedures within limits of authority

• Ability to work independently, determine priorities, and handle a high volume of assignments effectively.
• Ability and commitment to project a professional and positive image for the department and College.
• Ability to maintain confidentiality required; ability to think critically and exercise mature judgment.
• Proven ability to work well with diverse groups.

What We Offer!

This is a full-time benefits eligible position.Lycoming College has an excellent benefits package that includes:

Health & Wellness Benefits: - Health insurance – Lycoming College offers a wide variety of health plan options available. - Dental insurance, including orthodontia coverage. - Vision insurance - Flexible spending accounts for medical expenses and dependent care expenses - Life & accidental death and dismemberment insurance - Long-term disability insurance - Short-term disability insurance - Cancer insurance - Personal accident insurance - Wellness program - Employee assistance program Retirement Benefits: - 403(b) retirement plan with up to 9% contributions from the College Tuition Benefits: - Free tuition for employees, spouses, and eligible dependents at Lycoming College - Free tuition for eligible dependents at over 600 colleges nationwide through Tuition Exchange, Inc. - Free tuition for employees, spouses, and eligible dependents at the Pennsylvania College of Technology Paid Leave Benefits: - Generous paid time off (PTO) - Paid Parental Leave - 14 holidays per year - Summer hours Employee Perks: - 10% discount at the campus bookstore, excluding textbooks and snacks. - Reduced rates for meal packages for on-campus dining facilities. - Use of the campus recreations center and gym facilities for employees. - Use of the campus Library.

How do I Join the Warrior Team?
Please submit a resume and cover letter and the names and contact information for three professional references. A criminal history background check will be conducted post offer.

Lycoming College Proudly Celebrates and Values Diversity!
We are committed to fostering an inclusive campus community supporting all faculty, staff, and students. We encourage applications from candidates with diverse backgrounds and all who are interested in supporting and contributing to our mission. Lycoming College is an equal opportunity employer.