Special Assistant to the Vice Chancellor of Athletics & Recreation

EXPIRED

General Summary:

This is a 12-month full-time administrative appointment, reporting directly to Vice Chancellor of Athletics and Recreation (VCAR) with dotted reporting lines to the Deputy Athletic Director for Internal Administration and Operations/Senior Woman Administrator (SWA) and Deputy Athletic Director for Strategic Initiatives. This position provides complex administrative support to the VCAR and the executive operations. Additionally, this position will develop, coordinate, implement and manage effective and data-informed communication strategies and practices specific to committees, projects and initiatives as assigned by the VCAR. This position is involved in planning, facilitating and/or coordinating department-wide initiatives, projects and committees . Working independently or collaboratively with the VC of Athletics and Recreation/Department Head, Deputy Athletic Directors, athletics leadership team and staff/coaches and/or constituents across campus, this position organizes, supports and coordinates activities and projects that advance the initiatives, needs and goals of the department . General responsibilities also include the development, supervision and management of a student worker administrative support team to ensure appropriate office coverage, customer service and internal departmental responsiveness and the coordination of business meeting meals (Division-Wide, senior leadership, team dinners, staff/coach gatherings). This person is expected to work collaboratively with student leadership, internal groups, campus-wide departments and organizations, and demonstrate a working knowledge of sound budget management skills. This person will also work closely and at times with direction from the Deputy Athletic Director for Internal Administration/SWA and Operations and Deputy Athletic Director for Strategic Initiatives in support of department-wide project work. Additional responsibilities in department-wide administration as assigned.

Examples of Duties:

• Provide direct administrative support for the VCAR to include but not limited to:

  • Scheduling and anticipating schedules for diverse and complex appointments, meetings and travel.
  • Develop weekly meeting and travel itineraries including meeting agendas, plans, and briefings.
  • Develop, collate, write and format materials for meeting prep and presentations.
  • Coordinate and reconcile various expense charges and reimbursements.
  • In collaboration with Deputy AD team, supports and at times creates department-wide key communication documents/presentations including the Athletics and Recreation Annual Report, Cabinet briefings, Board reports and presentations, and other reports as assigned.
  • Utilizes data to communicate outcomes.

• Project manage new and on-going key department-wide initiatives independently or with the athletics leadership team. Establish priorities, direction, coordination, and/or strategies for implementation and management of initiatives as assigned by the VCAR.

General Summary:

This is a 12-month full-time administrative appointment, reporting directly to Vice Chancellor of Athletics and Recreation (VCAR) with dotted reporting lines to the Deputy Athletic Director for Internal Administration and Operations/Senior Woman Administrator (SWA) and Deputy Athletic Director for Strategic Initiatives. This position provides complex administrative support to the VCAR and the executive operations. Additionally, this position will develop, coordinate, implement and manage effective and data-informed communication strategies and practices specific to committees, projects and initiatives as assigned by the VCAR. This position is involved in planning, facilitating and/or coordinating department-wide initiatives, projects and committees . Working independently or collaboratively with the VC of Athletics and Recreation/Department Head, Deputy Athletic Directors, athletics leadership team and staff/coaches and/or constituents across campus, this position organizes, supports and coordinates activities and projects that advance the initiatives, needs and goals of the department . General responsibilities also include the development, supervision and management of a student worker administrative support team to ensure appropriate office coverage, customer service and internal departmental responsiveness and the coordination of business meeting meals (Division-Wide, senior leadership, team dinners, staff/coach gatherings). This person is expected to work collaboratively with student leadership, internal groups, campus-wide departments and organizations, and demonstrate a working knowledge of sound budget management skills. This person will also work closely and at times with direction from the Deputy Athletic Director for Internal Administration/SWA and Operations and Deputy Athletic Director for Strategic Initiatives in support of department-wide project work. Additional responsibilities in department-wide administration as assigned.

Examples of Duties:

• Provide direct administrative support for the VCAR to include but not limited to:

  • Scheduling and anticipating schedules for diverse and complex appointments, meetings and travel.
  • Develop weekly meeting and travel itineraries including meeting agendas, plans, and briefings.
  • Develop, collate, write and format materials for meeting prep and presentations.
  • Coordinate and reconcile various expense charges and reimbursements.
  • In collaboration with Deputy AD team, supports and at times creates department-wide key communication documents/presentations including the Athletics and Recreation Annual Report, Cabinet briefings, Board reports and presentations, and other reports as assigned.
  • Utilizes data to communicate outcomes.

• Project manage new and on-going key department-wide initiatives independently or with the athletics leadership team. Establish priorities, direction, coordination, and/or strategies for implementation and management of initiatives as assigned by the VCAR.

• Work with VCAR to maintain strategic alignment across the department. Work collaboratively to define project scope, goals and deliverables and ensure deadlines are met and projects stay within budget.

• Works independently or collaboratively with the athletics leadership team and other campus-wide departments and constituents to support and/or organize alumni and fundraising outreach efforts, stewardship communications and acknowledgements.

• Organize and manage meetings: Athletics Advisory Board, Department-Wide Meetings, Strategic Plan Update Meetings, etc. Develop agendas and meeting briefings, provide support for presentations and at times, build presentations, outline follow-up items, and action steps.

• Oversee operations for department-wide searches and onboarding and offboarding of employees:

  • Responsible for creating and posting job vacancies in Page Up.
  • Coordinate all search committees and ensure compliance with university hiring practices.
  • Schedule all candidate interviews.
  • Coordinate onboarding and orientation of new employees.
  • Responsible for the accurate submission of all Electronic Personnel Action Form (ePAF) for Athletics & Recreation.
  • Responsible for the administration of the division’s hourly employee time-keeping system; runs roster files and payroll reports and makes corrections, serves as point of contact with human resources, student employment and the greater UMass ITS Department as well as the external time-keeping software management company (Kronos); Is responsible for training divisional managers on the system, maintaining accuracy of employee profiles, reviewing time entries to ensure accuracy and submitting payroll on a weekly basis.

• Research and/or work with sub-committees to review and recommend best practices. Design, document, and implement processes that improve communication, decision-making, and execution across the department.

• Represents VCAR and or the department to high level internal and external constituents to identify and support alignment with other UMass Boston offices, alumni groups, student groups, etc. with special emphasis on supporting the needs of areas within Athletics and Recreation. Serve on campus-wide committees as needed/requested.

• Develop, supervise, and organize administrative support team of student workers for the Athletics and Recreation Office to ensure appropriate office coverage, customer service, responsiveness to organizational needs, and internal management.

• Improve collaboration across internal and external stakeholders by driving communication, information sharing and mission alignment. Demonstrates the comprehensive knowledge to interpret policies and procedures, answer questions and make recommendations.

• Represent UMass Boston Athletics and Recreation on committees.

• Serve as a customer service representative for the department focusing on responsiveness that represents a culture of positivity and excellence and the vision of the department to be a top-level program and provide an ethic of care for all constituents.

• Uphold the department values of resilience, transformation, courage, integrity, excellence and equity in all work and the “find a way” solution-based attitude the drives our department.

• Other duties as assigned.

Qualifications:

A bachelor’s degree from an accredited university, master’s degree preferred, and a minimum of 1-3 years of project management experience is required, preferably in intercollegiate athletics, higher education, or a related field. Strong organizational and written and verbal communications skills across various internal and external constituent groups and the ability to manage multiple projects simultaneously with limited supervision is required. The ability to communicate through the utilization of data. Advanced knowledge of Word, Excel, PowerPoint and on-line calendar and presentation software is required. Ability to successfully interact with all levels of staff and various internal and external constituent groups, utilizing independent judgment, and respecting high levels of confidentiality and discretion is required. A strong preference for consideration of someone who has an understanding of the operations of an intercollegiate athletic department or sport administration organization through either experience as a college athlete or an athletic administrator. This position will require weekend and evening hours and occasional travel. Application review will begin after the deadline. Employment is conditional upon successful completion of a background check.

Application Instructions:

Please apply online with your resume, cover letter and list of three references.

Review of candidates will begin following the application closing date.

Salary Range: Commensurate with experience

This is a non-union exempt position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.

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