Office Manager, Athletics

Job Posting

Position
Office Manager

Department
Athletics

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Job Posting

Position
Office Manager

Department
Athletics

Apply Now

Reports to
Athletics Director

FTE
1.0

FLSA Class
Non-Exempt

Grace College and Seminary makes employment opportunities available to all applicants and employees without
regard to race, color, sex (except where sex is a bona fide occupational qualification), pregnancy, age, ancestry,
national origin, disability, citizenship status, military status, genetic information, or any other legally protected
category. Grace College and Seminary is a Christian religious-affiliated organization and, as such, is permitted
religious exemptions set forth in Title VII of the Civil Rights Act of 1964.

Scope of Responsibilities: Responsible to serve as clerical and administrative support for the Director of
Athletics, as well as all coaching and departmental staff. Manage all aspects of the Athletics Office of Grace College.

Essential Responsibilities: (These essential responsibilities are those the individual must be able to perform

unaided or with the assistance of reasonable accommodation.)

A. General Office Duties:

1. Manage office duties such as maintaining all files of the athletic department, scheduling activities, travel
   plans, and appointments, ordering supplies, processing timecards, confirming officials for home events,
   NAIA and NCCAA eligibility paperwork and collecting and distributing mail for the Director of
   Athletics and coaches.

2. Serve as a campus information source for all types of athletic-related questions.

3. Collect and file insurance waiver, physical, and release forms for student-athletes, communicating as

needed with the Health Center, Athletic Trainer, and Head Coaches concerning the same. Also acquire,
maintain and process all information and forms pertaining to Grace’s obligation as second insurer for
athletic related injuries.

1. Compile, maintain, assure completeness, and input student-athlete eligibility records. Handle all
   

communication with the Registrar’s Office concerning the same.

1. Maintain all records pertaining to the NAIA eligibility center in a time sensitive manor and maintain all
   

information relating to the NAIA National Letters of Intent.

1. In conjunction with the Grace College Financial Aid and Admissions Office maintain accurate records
   of and input into the database all information pertaining to athletic aid. The responsibility for the
   accuracy of the information rest with the athletic department.

2. Assist with summer camp activities including but not limited to marketing, mailings, Sunday registration,

collection and deposit of registration fees.

1. Receive, record, and deposit money from fundraising activities and individual donors’ gifts.
   

2. Promote Grace College by assisting in outside community events at the MOCC to ensure that the events
   are run well and represent the College appropriately. Including ticket sales and answering questions from
   the general public.

3. In conjunction with the Advancement/Alumni Office, assist the Director of Athletics in the

coordination of L-Club, Lancer Golf Outing, and Hall-of-Fame activities, gifts, including mailings and
registration.

1. Type correspondence and oversee all forms processes including yearly letters to parents of athletes,
   

letters of intent, waiver forms, gym contracts, schedules and rosters.

1. Manage all athletic contest contracts with competing schools and game officials and
   

process billings for game officials.

Job Posting

Position
Office Manager

Department
Athletics

Reports to
Athletics Director

FTE
1.0

FLSA Class
Non-Exempt

1. Assist the Sports Information Director in maintaining up-to-date records of all athletic teams, and
   coordinate with the Sports Information Director to ensure that student athletes are nominated for
   academic awards through the NCCAA and NAIA.

2. Coordinate all administrative aspects of team field trips to include request processing, filing and

interdepartmental communications with Academic Affairs, Food Services, and the Physical Plant.
15. Assist with the Athletic Department awards by collecting and recording varsity letter award information

and order appropriate awards and for the annual awards chapel each spring.

1. Coordinate the setup of Athletics-related meetings. Provide clerical support for the same in the form of
   correspondence, meeting notification and follow up, packet preparation as needed, and the taking of
   meeting minutes.

2. Other duties as assigned by the Director of Athletics.

B. Supervision:

1. Supervise student workers in the athletic department including interviewing, hiring, training, planning,
   assigning and directing work, coaching, appraising performance, rewarding and disciplining employees,
   addressing complaints, and resolving problems.

2. Supervise and coordinate activities for any student interns we may have during the year.

3. Supervise and coordinate activities for Grace Student workers, event staff and Sports Management

Students under the supervision of the Assistant and Head Director of Athletics.

1. Must have a mindset of mentoring employees under supervision. Should be able to lead in a way that
   sets a good example, promotes teamwork, and encourages a positive, efficient work environment.
   

Qualifications:

A. Minimum:

1. Associate's degree or equivalent experience in office management.
   
2. One to three years of secretarial/administrative assistance experience.
   
3. Proficient experience in the use of MSOffice Suite with computer experience in word processing,
   

database, spreadsheets, e-mail, and networking required.

1. Must be able to maintain a high level of accuracy and attention to detail.
   
2. Excellent communication, proofreading, and human relations skills.
   
3. Must be able to perform duties in an open area with constant distractions, interruptions, and a high level
   

of traffic.

1. Must have access to/use of a personal vehicle.
   

B. Preferred:

1. Bachelor’s degree or equivalent office management/business experience.
   
2. Three to five years of office management experience in related field.
   
3. Former Collegiate Athletic Department experience at some level.
   

Status: Full Time; Non-Exempt
A completed employment application, resume, 2 employment references and a spiritual life reference must
be submitted in order to be considered for employment. Applications are available in the Human
Resource Office or can be downloaded at http://www.grace.edu, Employment. Applications are
submitted by email to employment@grace.edu.
Posted: 9/4/2024

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