Athletics Support Specialist

EXPIRED

Description

Grays Harbor College is now accepting applications for an Athletics Support Specialist. The Support Specialist provides administrative, technical, and managerial support to the Senior Director of Athletics. This position coordinates divisional workflow and supports a variety of services including but not limited to, athlete eligibility oversight, travel coordination, budget maintenance, and event coordination. Duties require minimum supervision and may include supervision of other staff. The support specialist the Senior Athletic Director in overseeing the management all components of the athletic department. This position is a fast-paced, multi-task environment, with work-intensive schedules including weekends and evenings during peak periods. Working with a flexible schedule is required.

Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 15.34 hours of vacation leave per month, 8 hours of sick leave per month and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.

This position at Grays Harbor College has been designated as a bargaining unit position represented by the Grays Harbor College Federation of Teachers, Local 4984. The union and the college have a collective bargaining agreement (referred to as the contract) that is posted on the GHC website at https://www.ghc.edu/hr/labor-relations

About the College.
Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities. For more information about working for the college and living in Grays Harbor visit https://www.ghc.edu/hr

Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity.

Essential Duties and Responsibilities

Administrative Assistant:

Description

Grays Harbor College is now accepting applications for an Athletics Support Specialist. The Support Specialist provides administrative, technical, and managerial support to the Senior Director of Athletics. This position coordinates divisional workflow and supports a variety of services including but not limited to, athlete eligibility oversight, travel coordination, budget maintenance, and event coordination. Duties require minimum supervision and may include supervision of other staff. The support specialist the Senior Athletic Director in overseeing the management all components of the athletic department. This position is a fast-paced, multi-task environment, with work-intensive schedules including weekends and evenings during peak periods. Working with a flexible schedule is required.

Grays Harbor College has an excellent benefits package to include medical, dental, vision, basic life insurance, primary and supplemental retirement programs and long-term disability insurance. Full-time employees will also receive 15.34 hours of vacation leave per month, 8 hours of sick leave per month and 4 personal leave days a year. Washington state also observes 11 paid holidays per year.

This position at Grays Harbor College has been designated as a bargaining unit position represented by the Grays Harbor College Federation of Teachers, Local 4984. The union and the college have a collective bargaining agreement (referred to as the contract) that is posted on the GHC website at https://www.ghc.edu/hr/labor-relations

About the College.
Grays Harbor College serves the communities of Grays Harbor and Pacific counties on the Pacific coast of Washington. Located in Aberdeen, Washington at the base of the beautiful Olympic Peninsula, the College is less than an hour away from scenic Pacific Ocean beaches and close to both the Olympic and Mount Rainier National Parks. Grays Harbor provides the perfect landscape to enjoy the abundance of excellent outdoor activities such as camping, hiking, biking, fishing, clam digging, surfing, boating, and various kayak/canoe paddling opportunities. For more information about working for the college and living in Grays Harbor visit https://www.ghc.edu/hr

Grays Harbor is committed to providing excellent educational opportunities. We prioritize student learning, promote student and faculty success, foster an inclusive environment, manage our resources, and connect with the community. We strive to create a culturally relevant environment on campus and in the community by learning and practicing equity-mindedness and promoting faculty, staff, and student diversity.

Essential Duties and Responsibilities

Administrative Assistant:

• Assist the Athletic Director in the operations of the athletic department, including but not limited to; game management and tracking/inventory of department equipment and assets. Prepares all athletic sports schedules and team rosters. Processes all team travel arrangements including meal money; hotel reservations; and all transportation needs
• Coordinate athletic eligibility and letter of intent (LOI) awards with the Athletic Director and applicable Enrollment Services and Financial Aid personnel, including the registrar.
• Complete incoming requests from other colleges related to student-athlete participation and eligibility
• Provides general program information; interprets and explains policies, procedures, rules and regulations regarding sports programs and the NWAC; resolves issues and helps the public, staff, students, other community colleges and special interest groups in person, electronically, and by telephone.
• Coordinate and administer engagement and retention programs that enhance student success and promote successful educational outcomes of student athletes.
• Assist with coordinating workshops and trainings on issues of academic/social success, preventing alcohol/drug abuse, sexual assault/violence and hazing.
• Establishes and maintains numerous files and records.
• Reviews and verifies the accuracy of student-athlete records relative to financial aid scholarships, athletic eligibility, and team rosters. Reviews for compliance with all NWAC rules.
• Creates game day contest agreements with visiting schools.
• Coordinate usage of athletic facilities and implementation of special events, including but not limited to banquets, monthly student-athlete gatherings and sports camps.
• Prepares correspondence, meeting notices and agendas, and maintains meeting minutes for all staff meetings
• May conduct general advising/counseling for student-athletes as assigned by the Athletic Director and Coordinated by the Student Success Navigator.
• Supervises day-to-day operations of work-study students and part-time employees
• Contribute to the advancement of the goals/objectives of the athletics department.

Event Management:

• Attend athletic department meetings, athletic events and special department sponsored events including banquets, awards, and Choker Club events as requested by athletic director
• Represent the department at various events, committees and work groups to enhance department goals/objectives as requested
• May be responsible for ticket sales at athletic events requiring some night and weekend assignments.
• Serve as the on-site point of contact for home athletic events and tournaments as requested by the athletic director
  

Budget Management:

• Reviews and verifies the accuracy of the athletics budgets, including processing all receipts associated with athletics; assists in coordination, processing, and monitoring billing for athletic activities. Processes all purchase expenditures for the athletics department including equipment/supplies and assist in monitoring inventory for athletics.
• Manage Choker club expenses and support GHC foundation with fundraising efforts related to athletics; assists with coordination of and maintains records of all annual fundraising.
• Coordinate and maintain records of all annual fundraising.

• Assist athletic director with athletic purchases Report Writing:

• Compile and report on student athlete enrollment and academic success data, program department goals/outcomes and other requested reports via college and agency reporting systems.

• Compiles and organizes all athletic statistical data, compilation and implementing distribution of comprehensive statistics for home/away contests of all sports as required by NWAC conference. Provide training and review for accuracy and compliance for all statisticians.

• Other report writing as needed from the athletic director

Social Media Management:

• Acts as the main webmaster for the athletic department websites, including but not limited to, maintaining, updating and writing content for department-affiliated pages.
• Responsible for maintaining the athletics website, posting scores, stories, photos
• Responsible for promoting athletic events and achievements through college email, social media sites and sharing through other media outlets

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Qualifications

• Associates degree or relevant combination of experience and education.
• Excellent communication skills, both verbal and written, with internal and external audiences.
• Ability to deal with difficult and sensitive situations with confidentiality and discretion
• Conflict resolution and problem-solving skills; demonstrate sound judgement, possess superior political acumen and interpersonal skills to collaborate effectively and diplomatically with multiple constituencies.
• Strong organizational skills and attention to detail

• Proficient computer skills including Word, Outlook, Excel, PDF Files, PowerPoint, Publisher. Preferred Qualifications

• Bachelor’s degree

• Experience with social media and promotion/marketing

• 2 years progressively responsible executive secretarial, administrative assistant or managerial experience working for a senior level administrator

• Advanced knowledge of computer programs for communication, organization, and data management

• Demonstrated understanding of project management

• Experience working within student services or equivalent in an educational setting

• Experience with ctcLink and PeopleSoft

Supplemental Information

In addition to the GHC online Application you will need to submit the following materials. Incomplete applications will not be accepted or considered.

• Letter of application addressing your qualifications for the position.
• Resume
• Contact information for 3 professional references.
• Transcripts of all college work completed. Unofficial copies are acceptable, official copies will be required at time of hire. Background checks - Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.
  

Grays Harbor College does not discriminate on the basis of race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal, as required by Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Sections 504 and 508 of the Rehabilitation Act of 1973, the Americans with Disabilities Act and ADA Amendment Act, the Age Discrimination Act of 1975, the Violence Against Women Reauthorization Act and Washington State’s Law Against Discrimination, Chapter 49.60 RCW and their implementing regulations. The following persons have been designated to handle inquiries regarding the non-discrimination policies:

Title II/Section 504 – Colleen Meyers, Interim Executive Director of HR
Title IX Coordinator – Ashley Bowie-Gallegos, Dean of Student Services and Enrollment Management

For further information on notice of non-discrimination, visit https://ocrcas.ed.gov/contact-ocr for the address and phone number of the office that serves your area, or call 1-800-421-3481.

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