Athletics Operations Coordinator and Executive Assistant

EXPIRED

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Job Type

Full-time

Description

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Job Type

Full-time

Description

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At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

As an integral member of Westminster (“College”), the Athletics Operation Manager and Executive Assistant to the Vice President for Intercollegiate Athletics, Athletics Advancement, and Strategic Programs will play a vital role in the daily operations and organization of the Department of Intercollegiate Athletics. The position will serve as a key member on the athletics senior leadership team and provide support, organization, planning, and executive-level assistance to the VP in order to achieve the vision for the athletic department. This includes directly supporting the Department of Intercollegiate Athletics in the oversight of travel for the College’s 19 intercollegiate athletic programs, facility management, summer camp implementation, purchasing procedures, and serving as the primary contact and liaison between the VP and other executive offices, divisional staff, university offices, and other important community leaders, alumni, and donors.

In order to be successful in this position, the qualified candidate needs to have basic customer service skills, passion for higher education and the role it plays in molding young women and men, and the ability to be a self-starter.

Requirements

Essential Functions:

• Assist the Vice President in daily affairs including calendar coordination, scheduling of appointments, organizing events, making travel arrangements, and organizing and maintaining confidential information and department files.
• Support the athletics senior leadership team and provide assignments and deadlines to staff members following meetings and retreats to further initiatives and communications within the department.
• Assist in the planning and implementation of a successful summer camp program. This includes communication with various areas on campus including plant ops, custodial staff, the marketing office, and the business office.
• As the main Human Resource contact, coordinate with the Human Resource office concerning hiring and termination processes. Individual will also assist the Associate Athletic Director in the hiring and supervision of work-study students in accordance with the Human Resource Department.
• Serve as the Athletics Department liaison with campus housing as needed. In collaboration with coaches, coordinate on-campus housing needs for student-athletes on an annual basis. This includes incoming student-athletes, summer housing, early arrival for fall sports, and extended stay for spring sports.
• Support the Vice President and athletic department in making travel arrangements for team travel, including but not limited to transportation, hotels, and the scheduling of meals for home and road contests. All arrangements need to be made while following the College’s purchasing policy. This position will also assist in ensuring all paperwork procedures are completed in accordance with the College’s purchasing procedure.
• Serve as the Athletics Department liaison with the College business and finance departments (Budget and Purchasing) and will meet regularly to discuss current business and finance issues and ensures an open line of communication and effective institutional oversight of business practices.
• Coordinate and manage athletic department facilities scheduling and maintenance.
• Assist athletic department staff in the organization and planning of athletic department events, including but not limited to Homecoming, Athletic Hall of Fame Banquet, Alumni Weekend, athletic department visit days, etc.
• Ensure the College has contracts for all non-conference contests.
• Other duties as assigned.

Job Requirements:

Education: Bachelor's degree required; master’s degree preferred.

Experience : Preferred minimum of three years of progressively responsible administrative support experience preferred which includes overseeing administrative office activities, maintaining complex records, coordinating administrative communication with managers and work groups.

Skills:

• Ability to adhere to all policies, rules and regulations of the College, SLIAC and the NCAA.
• Ability to market and promote.
• A proven record in following directives and being responsible for tasks which have been assigned
• Ability to handle multiple tasks in a fast-paced environment as needed.
• Ability to attend seminars, meetings and other professional development opportunities at or away from the College.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
• Knowledge of management methods and ability to provide administrative guidance within area of responsibility and provide direct training and supervision as needed.
• Ability to apply budgeting and fiscal planning techniques within financial constraints.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to communicate effectively - orally, by phone, in person, and in writing.
• Ability to respond to emergencies in a timely manner.
• Ability to represent the department and College in a friendly, courteous and professional manner.
• Ability to use a personal computer and other office equipment.

Benefits:

• Medical, dental, and vision options
• Health Savings Account and/or Flex Spending Account
• Supplemental options: Short-term disability, Hospitalization, Accident, and Critical Illness
• Stand-alone EAP program
• Life, AD&D, and long-term disability
• Retirement 403(b) plan
• Tuition remission or exchange programs
• Sick and Vacation time
• Paid Holidays (15+ each year)

Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment. The College is committed to creating a diverse environment and is proud to be an equal opportunity employer. The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

501 Westminster Ave, Washington West, 2nd floor

Fulton, MO 65251

HR@Westminster-mo.edu

573-592-5226

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