DIII Operations Manager

EXPIRED

DIII Operations Manager

Department:

Athletics - Cheel Campus Center

Location:

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DIII Operations Manager

Department:

Athletics - Cheel Campus Center

Location:

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Potsdam, NY

Part-Time/Full-Time:

full-time

FLSA Status:

non-exempt

Is this a temporary position?:

No

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Job Title: DIII Operations Manager

FLSA Status : Non-Exempt

Department: Athletics

Title of Manager/Supervisor: Director of Athletics and Recreation

Number of Employees Reporting to this Position: 0

Range: $21.50 - $24.80 based on experience

Position Summary: This position performs the daily business operations for the Division III programs and the Fitness Center. These business operations include but are not limited to: daily budget operations, transportation, scheduling contracts, fitness club memberships and performs supportive administrative duties generated by the Athletic Director and Sr. Associate Athletic Director, Assistant Athletic Director, and Fitness Center Director, approximately 12 DIII coaches and approximately 19 department and supporting staff.

General Purpose: This position performs and monitors the daily operations of the Division III department and the Fitness Center.

Position Responsibilities:

• Provides administrative assistance to the Director of Athletics and Recreation
• Assist with confidential reports regarding budgets and personnel
• Oversee the daily budgets and finance for the department (ie one cards, disbursement orders, paying DIII officials)
• Maintain the department petty cash checkbook. Review payment request documentation and issue checks. Balance checkbook and make bank deposits.
• Process and follow up on purchase orders for sports equipment over $1500 using Peoplesoft Financials
• Reserve fleet vehicles for department staff with facilities and follow up that correct departmental funds are charged.
• Establish and maintain contact with the NCAA, and Liberty League Conference offices through correspondence reports and telephone. Responsible for insuring required forms are completed and returned by respective deadlines
• Help prepare and maintain materials for student-athlete orientation to include compliance forms and medical forms for clearance in sports participation for approximately 450 student athletes
• DIII Compliance liaison with HR
• Maintain cleared list of student athletes
• Maintain and organize filing system for all requisition and student-athlete files
• Answer and direct incoming phone calls to the proper athletic department staff
• Maintain and order office supplies as necessary
• Draft responses to general inquiries regarding various athletic programs
• Primary contact for Fitness Center memberships. Process mailings, membership applications, payments and issue membership cards.
• Maintain Fitness Center records in the FilePro program and give tours of facility
• Handle registration and payment for Fitness Center Classes.
• Coordination of Clarkson Sports Academy DIII Camps and Clinics by assisting with the required paperwork for camp with the Business office, providing fiscal management, and registration.
• Assist in obtaining proper documentation from new employees to get them set up with various University Departments (ie. Human Resources, Risk Management, Office of Information Technology and Purchasing)
• Obtain and maintain employee forms (concussion, CPR and NCAA)
• Serve as contact person for office copier, fax and computers and work with support services for these machines
• Deposit monies for the Athletic Department as needed with the CU Cashier
• Compile statistics and prepare reports and analyses as required by using NCAA database, Excel, and Peoplesoft Financials
• Establish and maintain contacts with outside sources and other colleges and universities
• Generate invoices for the Department to outside vendors that use our facilities
• Primary contact for Head DIII coaches and Assistant Coaches. Assist them with daily clerical needs.
• Oversee DIII transportation disbursements
• Assist coaches and Admissions staff with prospective students on campus
• Obtain and prepare departmental awards for University Recognition Day and Athletic Awards Ceremony
• Point of contact for the sustainability department requests
• Perform other related duties incidental to the work described herein.

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

_ DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified_

Essential Skills: Excel, Microsoft word, peoplesoft financials

Education:
Minimal Qualifications: Associates Degree in Business Related Field

Preferred Qualifications: Bachelor Degree

Experience:

Minimal Qualifications: 3-5 years office experience required. Must have excellent word processing, communication, organizational skills, and experience working with budgets. Ability to work as a team member and/or independently must possess the tact and courtesy needed for interaction

Preferred Qualifications: 5-8 years of experience, knowledge of peoplesoft financials, and proven success of running daily budget operations and managing an office.

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

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