Kinesiology - Administrative Specialist for Athletics and Kinesiology

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Position Details

Position Information

Position Title

Kinesiology - Administrative Specialist for Athletics and Kinesiology

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Position Details

Position Information

Position Title

Kinesiology - Administrative Specialist for Athletics and Kinesiology

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Classification Title

Hourly Full Time (.75-.99 FTE)

Benefits Eligibility

Benefits Eligibility

Department

Kinesiology

Job Description

Function:

The administrative assistant for Athletics and Kinesiology is responsible for the smooth operation of two robust departments that are interconnected through shared office space, faculty & staff and administrative support, yet distinct in their mission and place within the college’s administrative structure; student formation versus academics. The complex and symbiotic nature of this long-standing partnership requires the person in this position to maintain the utmost confidentiality and to have intense interaction with the Kinesiology Department Chair, the Athletic Directors, faculty, staff, and coaches of the college’s 22 intercollegiate varsity athletic teams.

Responsibilities and Related Duties for Office Manager:

Provide administrative support to the Department Chairperson and Athletic Administrators.

a. Schedule meetings for Athletics and Kinesiology

b. Manage calendar for Director of Athletics

c. Assist with email for Director of Athletics

Assist Athletic Administration team with all administrative needs for the Athletic Department

(help to develop new processes and procedures for streamlining the administrative needs of the department)

Assist with finances and accounting for all Kinesiology and Athletic Department budgets

including, but not limited to:

a. Assist Associate Athletic Director with budget development and tracking for athletic teams

b. Assist with all departmental payments and reimbursements

c. Assist Associate Athletic Director with Certify expense report approvals for 70+ members of coaching and athletics staff

d. Track use of professional development funds for coaches

e. Track use of uniform rotation budget for athletic teams

Member of the Athletic Administration team

a. Participate in weekly Athletic Administration meetings as needed

b. Attend coaches’ meetings as needed

Special project support for Athletic Administration (Hopeys, event organization, championship hosting,

NCAA

and

EADA

financial reporting, etc.)

Maintain Kinesiology Department website and social media accounts (Facebook and Twitter)

Maintain and update Kinesiology Department brochures and marketing materials.

Take minutes at Kinesiology department meetings

Oversee digital signage for Kinesiology/Athletic feed in DeVos Fieldhouse

Assist with scheduling of Kinesiology classes and faculty workloads

Maintain documents pertaining to Kinesiology major/minor requirements and course sequences

Assist with performance review and tenure / promotional process for Kinesiology faculty and Athletics staff

Assist with performance review and student-athlete evaluations for 60+ full and part-time coaches

Process part-time contracts for academic and athletic positions

Assist department and athletic administrators in hiring process for full-time / part-time employees (faculty, coaches, staff)

Help prepare the Annual Report for the Kinesiology Department (which includes Athletics)

a. Enter athletic related awards and accomplishments for varsity head coaches into Faculty ActivityReporting (

FAR

) system.

Assist with process of determination and presentation of department awards

Type all departmental correspondence for the Kinesiology Department

Type general correspondence for Kinesiology classes, faculty and Athletics staff

Assist Kinesiology faculty and Athletics staff with room reservations

Coordinate special events for Kinesiology (i.e. Graduating Majors Banquet, Christmas party, etc.)

Assist Department Chair and Athletic Administrators in coordinating visits to campus for candidatesand special guests.

Other related duties as requested by department chair, athletic administrators, faculty, coaches, and staff

Qualifications

Bachelor’s degree

Minimum 3 years of office experience

Excellent English language skills; impeccable spelling, grammar, and punctuation required

Individual initiative, confidentiality, and the ability to supervise others, and work in a changing environment are essential.

Must be organized, self-directed, and able to work independently

Proven ability to manage multiple activities and deadlines

Prior word processing and web-design experience with the ability to learn new software programs quickly

Excellent proofreading/editing skills

Excellent oral communication skills

Ability to work with diverse personalities and tolerate interruptions.

Physical Demands

This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre-employment Screenings

All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.

Posting Detail Information

| Posting Number | 2023-195SR | | Job Posting Open Date | 01/12/2024 | | Job Posting Close Date | | | Open Until Filled | Yes | | Is this position available for sponsorship | No | | Special Instructions to Applicants |
Urgently hiring. For full consideration, please submit your application prior to February 2, 2024 |

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents 1. Resume 2. Cover Letter 3. Letter of Recommendation Optional Documents

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