Program Specialist 2 - Athletics

EXPIRED

Description

Program Specialist 2 - Athletics

Salary: $43,716 - $58,380

Division: Athletics

Reports to : Director of Athletics

Olympic College is recruiting a Program Specialist 2 - Athletics to join the Athletic department. The purpose of this position is to ensure the athletic department is able to support students’ navigation of the college, enrollment process, and campus engagement. Student Athletes require a hands-on approach when it comes to ensuring success. This position provides the time and knowledge to ensure they are receiving the programming, information, and support necessary. This position's schedule is 8am to 4:30pm, Monday to Friday with occasional weekend required for events as needed.

Essential Functions

Coordinates administrative support processes within the athletic department.
Tasks include:

Description

Program Specialist 2 - Athletics

Salary: $43,716 - $58,380

Division: Athletics

Reports to : Director of Athletics

Olympic College is recruiting a Program Specialist 2 - Athletics to join the Athletic department. The purpose of this position is to ensure the athletic department is able to support students’ navigation of the college, enrollment process, and campus engagement. Student Athletes require a hands-on approach when it comes to ensuring success. This position provides the time and knowledge to ensure they are receiving the programming, information, and support necessary. This position's schedule is 8am to 4:30pm, Monday to Friday with occasional weekend required for events as needed.

Essential Functions

Coordinates administrative support processes within the athletic department.
Tasks include:

• Regularly update and manage athletic department excel logs to accurately record student-athlete information, including personal details, eligibility status, academic progress, medical records, academic progress, and compliance forms. Ensure all records are current, organized, and meet institutional, conference, and regulatory compliance standards. Conduct routine audits to verify data accuracy, address discrepancies, and implement best practices for secure and efficient record-keeping.
• Log and report student-athlete GPA, retention, and graduation data as required to the Athletic Director.
• Ensuring proper data security and confidentiality in accordance with FERPA and college policies by reviewing student athlete FERPA forms and consistently communicate with Registration & Records, Advising, and Financial Aid Departments.
• Assisting with compliance audits by preparing necessary reports and documentation for North West Athletic Department.
• Log Athletic Alumni Data in Excel to be used for alumni relations, annual Hall of Fame Banquet, and Fundraising Efforts .

• Coordinate and distribute emails, flyers and memos from the Athletic Department to student athletes and external stakeholders such as the Northwest Athletic Conference.

• Act as a liaison between the athletic department and other campus departments.

• Assist Athletic Director and Assistant Athletic Director in developing and refining procedures for maintaining accurate student-athlete records, data keeping and tracking to where this information is easily accessed and understood. Data collected will need to be in alignment with NWAC regulations, and OC policies and procedures.

• Design and implement quarterly trainings to educate student athletes are aware of all policies and procedures within the Athletic Department and across campus.

• Organize individual team orientations/meetings as needed.

• Monitor academic progress reports and communicate any issues to coaches and the Athletic Director.

Coordinate the intake, support, and retention of student-athletes in partnership with the Olympic College student services division.
Tasks include: - Conduct annual surveys of student athletes to gather information and data on the level of support being provided to student athletes at Olympic College. - Assist student-athletes navigate financial aid, advising, and financial assistance options on campus. - Support students by breaking down financial challenges by holding open office hours for financial planning appointments, identifying financial challenges, and collaborating with campus departments—such as financial aid and the Director of BFET and Financial Literacy —to connect students with the appropriate resources, personnel, and funding opportunities. - Collaborate with the Student Development and Engagement Division ensure athletes have access and are directed to comprehensive support programs—including academic advising, mental health services, career counseling, and leadership development—to ensure that all student-athletes receive the necessary resources and guidance for their academic, athletic, and personal success. - Analyze student feedback and identify areas of opportunity to enhance intake, support, and retention efforts for future student-athletes. - Maintain the “New Student Athlete Checklist” and database to ensure successful onboarding of all student athletes. - Distribute Letter of Intent documents to incoming athletes and head coaches as submitted. Keep completed documents in shared digital database (SharePoint). - Coordinate student athlete study hall to ensure athletes maintain academic eligibility and meet athletic department goals for academic progress.

In coordination with the Director of Athletics, provides athletic department staff with policies and procedures to ensure student athlete achievement between academic, personal, and athletic responsibilities.
Tasks include: - Collaborate with success coaches, advisors, and faculty to ensure that athletes are arranging appointments to complete responsibilities such as academic plans, class registration, and scheduling. - Coordinate with coaches to understand the practice, travel, and competition schedules to help students select courses that minimize conflicts with athletic commitments. - Advise student athletes on academic responsibilities and decision making that allows for academic success and athletic performance. - Monitor and review student-athletes' academic progress regularly to identify potential issues with their class schedules or academic performance. - Schedule follow-up meetings with student-athletes as needed to provide additional support for academic challenges.

Provides administrative support to the Athletic Director.
Tasks include: - Create and distribute reminders to student athletes regarding important deadlines and due dates. - Maintain a comprehensive digital and physical filing system for all student-athlete records—such as eligibility forms, academic progress reports, medical clearances, waivers, and other compliance documents. - Regularly evaluate and update the filing system to ensure easy access, accuracy, and adherence to OC and WA state law record-keeping policies and regulatory standards. - Coordinate athletic department events such as banquets, athletic ceremonies, sophomore night. - Assist the Athletic Director and Assistant Athletic Director in managing the department’s financial records by coordinating the collection of receipts, invoices, and bills from both internal and external sources. - Monitor policies from the North West Athletic Conference and provide feedback to coaches and administration on implementation within the Athletic Department and campus.

Coordinates activities, information, and other details with other departments on campus.
Tasks include: - Assist coaches in coordinating athlete campus tours, visits, and implement quarterly “Athlete Visit Day” to include meetings with on campus departments for prospective athletes. - Attend interdepartmental meetings to represent athletic department interests and provide updates. - Assist Athletic Director in generating relevant reports such as academic achievement and monthly newsletters to be shared with student affairs, academic departments, and campus administration.

Qualifications

Minimum Qualifications:

• High School Diploma and/or equivalent
• 1 year experience working in colligate Athletics.
• Proficient in MS Office Software

Preferred/Desired Qualifications: - 2 years of administrative assistance responsibilities - 2 years of Higher Ed Experience/Student Affairs

Additional Information

Please note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered.

This is a full-time classified position scheduled to work XX hours a week, with a salary range of $43,716 - $58,380 annually. All classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Associate (WPEA) Union. Classified positions qualify for the following benefits:

Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave – vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available.

For more information regarding benefits, please visit our website here.

Conditions of Employment

• 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. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.

• Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read our Equity Statement). All applicants are required to submit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and their prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.

How To Apply

To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:

• Olympic College Online Application

• Resume

• Cover Letter - in your cover letter describe how your experience sets you apart for this position.

• Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate.

EEO Statement

Olympic College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Olympic College provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following people have been designated to handle inquiries regarding non-discrimination and accommodation policies:HRticket@olympic.edu. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.

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