Athletics Office Manager

EXPIRED

Job Summary

Central Washington University is recruiting an Athletics Office Manager (Administrative Assistant 4) to join our Athletics Administration team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $46,596 - $62,568 annually plus the awesome CWU benefit

Who we are:

We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

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Job Summary

Central Washington University is recruiting an Athletics Office Manager (Administrative Assistant 4) to join our Athletics Administration team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $46,596 - $62,568 annually plus the awesome CWU benefit

Who we are:

We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Apply Now

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~10,000 students.

Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave.

The Role:

The Administrative Assistant 4 independently plans, coordinates, and manages administrative and confidential office operations for the Athletics department. The incumbent serves as a liaison between the campus community and the department, assists in providing budget oversight and management, supervises department fiscal, clerical and student staff, prepares reports, and establishes work procedures and policies. This position also provides confidential administrative support to the Director of Athletics.All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Job Duties

Administrative Management:
- Serves as primary contact point for students, faculty, staff, administrators, state and local government agencies, and the public in communicating with the Director of Athletics.
- Administers overall Athletic department office operations in terms of workflow, procedures, policies, and equipment; including maintaining inventory.
- Leads and assists in staffing the athletics' administrative front office reception area, greeting and assisting visitors.
- Works with a wide variety of sensitive/confidential information.
- Assists in the preparation of the Athletics' department budget plan and is responsible for maintenance and oversight of the budget.
- Performs records management functions; develop and maintain systems for internal record keeping.
- Answer questions relating to general Athletics operations or policies, referring or handling calls as needed, always keeping in mind the high visibility of the Athletics department. Contacts often require research and follow up with individuals.
- Maintains schedules/calendars. Oversee completion of actions associated with events and travel such as coordination, reservations, scheduling, reports, reimbursements, etc. Receive and screen visitors, telephone calls, e-mail, and correspondence. Respond to inquiries, including sensitive issues requiring judgment and discretion.
- Assists with departmental Travel Authorizations, Travel Advances, and Travel Expense Vouchers.
- Prepares and reviews all athletic contest contracts, review to avoid scheduling conflicts; upon review of Director of Athletics, send to other institutions for verification and distribute to athletic personnel.
- Schedules facilities and buildings for use of Athletics; manage use of athletic fields, Physical Education/Pavilion rooms; process requests with 25 Live Campus Calendar and assure compliance with University policies and procedures for all non-campus scheduling requests.
- Develops office and departmental policies and procedures in conjunction with the Director of Athletics.
- Works collaboratively with Human Resources to prepare employment contracts and hire letters.
- Actively participates in Athletic contests that require staff participation to maintain visibility and gain revenue for the department.
- Organizes and schedules special Athletic events needed for the department.
- Works collaboratively with University Advancement on matters related to the Foundation and Alumni, including corporate sponsorships, Wildcat Athletic Association, and athletic-related fundraising.
- Maintains budgets for the Director of Athletics. Project expenses, monitor budgets, keep appropriate records, create reports, participate in budget preparation, monitor budget status, and initiate corrections to budgets.
- Manages budget discrepancies and reconciles purchases.
- May serve as delegated signature authority on department budgets. Complete allocations and/or invoices if applicable. May serve as primary or back up authority for petty cash.
- Compilesdata required for reports, statistical information; formats information for presentation; prepare policies, reports, and memos.

Director Support:
- Manages the Director of Athletics' calendar: schedule appointments and meetings; prepare materials necessary for each appointment and/or meeting; assist the Director in meeting professional and official social obligations.
- Assists Director in planning, coordinating, and reconciling their university-related travel.
- Prepares, proofreads and edits written correspondence such as memos, e-mails, letters, requests for information, and other documents; sign correspondence after clearing technical or policy content with the Director; research and draft replies to more complicated correspondence for the Director's approval.
- Directs and or coordinates special projects and events.
- Represents management and serves as the primary contact in assigned program areas. Speaks on behalf of the supervisor at meetings or conferences on administrative policy matters.
- Assists and advises supervisor on all personnel processes and issues, including those of a confidential or sensitive nature from initial hire to separation.

Camp Program Management:
- Coordinate and manage the Athletic Summer Camp program, including hiring and processing all volunteers, students, and temp/hourly employees; review and research operating procedures; review budgets; and problem solve.
- Serve as liaison between Camp Directors and the university and ensure camps are scheduled and services coordinated with the Conference Center, Dining Services, Aquatic Center, Scheduling Center, Recreation Center and Facilities Management.

Supervisor Duties :
- Actively engage in recruitment and hiring new employees.
- Clearly define performance expectations, ensure accountability, and provide ongoing informal feedback, coaching, and mentoring. Conduct formal performance evaluations.
- Ensure employees have necessary resources.
- Oversee and direct the work of staff; serve as mentor, coach and leader, and resolve complaints or issue.
- Promote professional development opportunities.
- Develop and foster supportive working relationships, motivation and engagement.
- Communicate information to staff on an ongoing basis to influence staff engagement and to be a part of a larger community.
- Take corrective action in a timely manner.
- Recognize and reward employees for good performance.
- Schedule employee work hours/shifts; monitor hours worked; approve payable time and absence requests.
- Adjust leadership style as needed to achieve results.
- Recognize value of and promote a diverse workforce. Value and encourage diverse perspectives, creativity, and teamwork.

Events:
- Plan, schedule, and organize special Athletic events needed for the department.
- Assign and check work and provides training to employees and volunteers. May provide feedback to supervisor to assist with work assignments and job performance;

• Perform other duties as assigned.

Minimum Qualifications

• Progressive and substantial administrative/office management experience.
• Budget management experience.
• Experience and/or training that demonstrates the ability to use Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, and receive and respond to e-mail inquiries, tasks, etc.
• Experience in handling confidential/sensitive records and information.
• Strong interpersonal and relationship-building skills.
• Ability to effectively organize multiple work assignments, involving competing priorities to produce work products that are accurate, of a high quality and meet deadlines.
• Evidence of strong oral and written communication skills.
• Demonstrated ability and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Experience working in higher education in an administrative management capacity.
• Bachelor's degree or professional training, certification, or post-secondary education in an area/specialization applicable to the position.
• An interest in sports/university athletics.
• Life experiences that demonstrate an ability to contribute to CWU's commitment to inclusion and diversity.
• Potential to mentor and educate students who will serve diverse populations.

Competencies

• Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
• Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
• Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
• Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
• Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.

Don't meet every single requirement?At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you!

Pay, Benefits, & Work Schedule

Salary : This position is based on the range 46 of the Washington State Classification Listing, which has a minimum annual salary of $46,596 and maximum annual salary of $62,568. In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidate's current experience, education, skills, and abilities related to the position.

Schedule/Appointment : Monday - Friday, 8:00am-5:00pm (1 hour lunch)

Working Conditions : This position works in accordance with State and Federal Regulations, University policies and procedures, and applicable collective bargaining agreements.

Benefits : CWU offers a comprehensive benefits package including medicaland dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit Benefits, Perks, and Leave.

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit:https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.

How To Apply

To apply for this position, you must complete the on-line application and attach:

• A detailedcover letterclearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
  
• Resume including work history, education, training; and
  
• Contact informationforthree professional references.

Screening Begins: June 20, 2024

**Priority will be given to applications received by the screening date. Incomplete applications may not be considered.

Contact Information

Name: Andrew Petko
Title: Deputy Director of Athletics
Email: petkoa@cwu.edu
Phone: (509) 963-1681
Website: wildcatsports.com

Please contact Human Resources at hr@cwu.edu or 509-963-1202 if you require technical assistance with the on-line application process.

Conditions of Employment

Background Check/Reference Check Process:

Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.

Notice to Prospective Employees:

Affirmative Action/Equal Opportunity Statement

Central Washington University is an EEO/AA/Title IX Institution. Central Washington University's policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment. Discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran is prohibited. The university provides an internal procedure for reporting discrimination and affords protection against retaliation for participating in the complaint process. Central Washington University complies with all applicable federal, state, and local laws, regulations, and executive orders including when soliciting bids and in the fulfillment of all contracts with governmental agencies. Direct related inquiries to Civil Rights Compliance, 202 Barge Hall, Ellensburg, WA 98926-7501; Telephone 509-963-2050; or emailcrc@cwu.edu.

DEI Statement

Justice, equity, diversity, and inclusion are all core to CWU's mission, vision and values to increase access to higher education for everyone regardless of identity. At CWU we work to ensure everyone's voice is not only heard but recognized and valued. We consistently strive to provide a safe, welcoming, and forward-thinking institution for all employees, students, and community members.

Reasonable Accommodations

Central Washington University provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact Human Resources at HR@cwu.edu or call 509-963-1202. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Annual Security and Fire Safety Report (Clery Act)

For the Central Washington University Annual Security and Fire Safety Report (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies, available online here or call CWU Police and Parking Services at 509-963-2959 for a paper copy.

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