Special Assistant to Athletic Administration, Aquatic Sports

97526BR

Campus: Tempe

Special Asst to Athletic Admin

Job Description

Sun Devil Athletics seeks a Special Assistant to Athletics Administration for the aquatic sports of Men’s and Women’s Swimming & Diving, Women’s Water Polo, and Women’s Triathlon.  Under administrative direction, this position will provide resources, support, and coordination in the overall planning and implementation of aquatic programs and services. Reporting to the Senior Associate Athletics Director, incumbent must ensure compliance with the rules and regulations of NCAA and Pac-12, as well as the policies and procedures of the University and the Arizona Board of Regents in all projects.

Job Family

Clerical & Admin Support

Department Name

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Special Assistant to Athletic Administration, Aquatic Sports

97526BR

Campus: Tempe

Special Asst to Athletic Admin

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Job Description

Sun Devil Athletics seeks a Special Assistant to Athletics Administration for the aquatic sports of Men’s and Women’s Swimming & Diving, Women’s Water Polo, and Women’s Triathlon.  Under administrative direction, this position will provide resources, support, and coordination in the overall planning and implementation of aquatic programs and services. Reporting to the Senior Associate Athletics Director, incumbent must ensure compliance with the rules and regulations of NCAA and Pac-12, as well as the policies and procedures of the University and the Arizona Board of Regents in all projects.

Job Family

Clerical & Admin Support

Department Name

SDA Vice President Office

Full-Time/Part-Time

Full-Time

VP Code

ICA

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$42,000 - $47,000 per year; DOE

Close Date

19-December-2023

Category

02

Essential Duties

Work with the Aquatic Sports coaches (Swimming, Water Polo, and Triathlon) to perform the following: 

Travel Operations: 

• Work to plan, request, execute, and reconcile all team, recruiting, and individual travel for each of the three aquatic sports. This process will be done in tandem with Anthony Travel and in the Concur platform. 
• Work on getting the travel packets completed for each coach and their assistants prior to travel so there are no discrepancies between rental cars, hotels, etc., report that information to business admin in case any/all sports administration want to attend the trip. 
• Assist the business office on all related paperwork regarding the visits, host money, flights, compliance approved, concur approved, and schedule the visit out with family of the recruits, the coaches, and compliance office.
• Place team food orders and pick-up food as needed. Business Operations: 
• Serve as a liaison between the aquatic sport programs and Sun Devil Athletics. Reporting back any pressing information to the coaches, as well as communicating select information with the student-athletes. 
• Manage ARMS workflows for all team p-card, invoice and, requisition requests. This process will also include reconciling team transactions. 
• Oversee requests from independent contractor and outside consultants, ensuring all required paperwork is submitted and approved in a timely manner. 
• Manage office and mailing supply inventory for the aquatic sports, including business cards/stationary, copy paper/toner, and UPS shipping supplies
• Attend monthly Compliance and Director of Operations meetings
• Oversee all aspects of planning, running, and implementing events for the aquatic sports, including but not limited to the End of Year Banquet, meet and greet with the parents, select alumni/donor events, recruiting visits, and championships.
• Ensure timely communication with coaches and support staff. 
• Assist with the onboarding of new coaches as necessary. Perform other duties as assigned.
  

Minimum Qualifications

Bachelor's degree and one (1) year experience in a related field; OR, any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.

Desired Qualifications

• Demonstrated experience in an athletics environment. 
• Experience with individual and team travel and/or Concur.
• Experience with ARMS.
• Experience with project management.
• Demonstrated knowledge of management principles and practices. 
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Experience creating reports and analyzing data.
• Experience in the use of personal computer and MS Office programs, including calendar maintenance.
• Experience making decisions in a changing environment and anticipating future needs.
• Experience establishing and maintaining effective working relationships with diverse populations.
• Demonstrated knowledge of NCAA rules and regulations.
• Evidence of effective communication skills
• Experience in working in collaboration with a variety of individuals. 
• Experience in working in a culturally diversified environment.

Working Environment

• Primary activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Required to stand for varying lengths of time and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate to perform essential functions.
• May travel with a team.
• May operate a motor vehicle.
• Regular use of standard office equipment including, but not limited to:  computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
• General supervision received from the Senior Associate Athletics Director.
• May supervise a student worker.
• Nights, weekends, and holidays may be required.

Department Statement

The Sun Devil Athletics (SDA) programs are elite, high profile Division I programs. By definition, Division I programs are the "best of the best" and the ladder by which athletes ascend to the world of professional sports and international competitions, such as the Olympics and World Cup. Moreover, Arizona State University and SDA compete in the PAC-12 conference. This conference is known for having won more NCAA national championships in team sports than any other conference in history.

The vision of SDA is to be a comprehensive perennial top ten NCAA Division I athletics program that empowers Sun Devils to maximize human potential and make a positive impact on our university, community and the world.

The mission of SDA is to provide opportunities for student-athletes to achieve at the highest levels of both academic and athletic excellence, thereby providing them with opportunities for personal growth, offering a unifying force to the campus community, and creating a source of pride among and support from the external constituencies of the university. SDA promotes identity, inclusion and expression to build a strong Sun Devil Community reflective of ASU’s charter.

SDA affirms ASU’s commitment to equal employment and is fully committed to the principles of student-athlete welfare, institutional control, gender equity and inclusion, ethnic diversity, and sportsmanship. This commitment includes creating an environment where student-athletes contribute to a winning tradition while enhancing the campus and local community and competing in a program having integrity and high ethical standards. SDA is committed to a leadership role within the university, community, the Pac-12 Conference, and the nation. 

SDA is committed to recruit, retain and develop a gender equitable, inclusive and diversified workforce.

ASU offers up to 24 hours of professional development opportunities per year and a competitive benefits package, which includes paid vacation and holidays, health insurance, free mental health resources, employee discounts and more. In particular, ASU offers a generous tuition discount for employees, their spouses, dependents and retirees. Working in SDA also provides unique access to sporting events and athletic-related discounts.

For more information on ASU benefits, please visit http://cfo.asu.edu/hr-benefitsenrollment.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

To be considered, your application must include all of the following:

• Cover letter
• Resume/CV
• Three professional references (personal references are not accepted)

Please include all employment information in month and year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

Only electronic applications are accepted for this position.

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