Athletics Administration Coordinator

EXPIRED

Athletics Administration Coordinator

Posted on 6/10/2024

Accepting applications

About this position

The Athletics Administration Coordinator provides administrative support in the daily operations of the Department of Athletics of Florida Southern College. Reporting to the Athletic Director (AD), a senior executive, the administration coordinator performs highly responsible, complex, and non-supervised administrative assistant, clerical, and office management functions that require recurring contact with senior administrators, staff, students, and parents; and a thorough knowledge of college policies, procedures and operations. The administration coordinator exercises initiative in coordinating with other athletic administrators and coaches, as needed, to achieve desired outcomes, provides reliable and authoritative information and reports; and assures effective communication with stakeholders.

ESSENTIAL FUNCTIONS

1. Receives and greets College employees, students, and visitors, directing them to the appropriate offices or persons and providing authoritative information or materials for routine inquiries.
2. Serves as a liaison between the AD and direct reporting staff by communicating information or documents affecting the administrative units within guidance from the AD.
3. Exchanges information on behalf of the AD with peers, the President, and/or their administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.
4. Prepares routine to complex correspondence, email, reports, forms, etc., and proofs for distribution, approval and/or mass mailing from machine or oral dictation, handwritten drafts, or printed text by using various computer applications (e.g., word processing, spreadsheets, desktop publishing), checking the documents for completeness and accuracy, and distributing the documents or submitting them to the supervisor or document originator for approval.
5. Facilitates the success of meetings or events by scheduling them with appropriate offices and agencies, reserving required facilities and equipment, advising/contacting participants, preparing agendas, handouts, and similar materials, using independent judgment regarding activity alternatives, modifications, or last-minute changes, and coordinating or providing assistance during the activities.

Athletics Administration Coordinator

Posted on 6/10/2024

Accepting applications

About this position

The Athletics Administration Coordinator provides administrative support in the daily operations of the Department of Athletics of Florida Southern College. Reporting to the Athletic Director (AD), a senior executive, the administration coordinator performs highly responsible, complex, and non-supervised administrative assistant, clerical, and office management functions that require recurring contact with senior administrators, staff, students, and parents; and a thorough knowledge of college policies, procedures and operations. The administration coordinator exercises initiative in coordinating with other athletic administrators and coaches, as needed, to achieve desired outcomes, provides reliable and authoritative information and reports; and assures effective communication with stakeholders.

ESSENTIAL FUNCTIONS

1. Receives and greets College employees, students, and visitors, directing them to the appropriate offices or persons and providing authoritative information or materials for routine inquiries.
2. Serves as a liaison between the AD and direct reporting staff by communicating information or documents affecting the administrative units within guidance from the AD.
3. Exchanges information on behalf of the AD with peers, the President, and/or their administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.
4. Prepares routine to complex correspondence, email, reports, forms, etc., and proofs for distribution, approval and/or mass mailing from machine or oral dictation, handwritten drafts, or printed text by using various computer applications (e.g., word processing, spreadsheets, desktop publishing), checking the documents for completeness and accuracy, and distributing the documents or submitting them to the supervisor or document originator for approval.
5. Facilitates the success of meetings or events by scheduling them with appropriate offices and agencies, reserving required facilities and equipment, advising/contacting participants, preparing agendas, handouts, and similar materials, using independent judgment regarding activity alternatives, modifications, or last-minute changes, and coordinating or providing assistance during the activities.
6. Performs simple office accounting, purchasing and payroll related matters such as reviewing and processing procurement charges, preparing purchase orders, processing payments as needed, tracking expenses, overseeing all staff time and leave tracking, submitting payroll, and overseeing office supplies and equipment inventory.
7. Manages a filing system of paper and electronic records by organizing the system, creating files and records as necessary using judgment and knowledge of legal and office requirements, maintaining the filing systems, purging files, determining other forms of storage or destroying files, and retrieving files and documents as needed.
8. Facilitates efficient and cost-effective official travel for the AD and others (other staff, consultants, and official visitors) by making travel arrangements, hotel reservations, and preparing associated approval forms and expense reports for travelers.
9. Assures confidentiality of office administration in communicating information to faculty, students, staff and the various constituents and handling administrative records and files, personnel actions, performance evaluations, and similar confidential items.
10. Maintains an appointment calendar for the AD, using judgment to determine which appointments should be expedited or rescheduled, preserving the best use of the AD’s time, and allowing the AD adequate preparation and travel time.
11. Responsible for supervising student workers by gathering, developing, and assigning tasks as well as tracking student work hours.
12. Works cooperatively with others while exhibiting flexibility in organizing daily tasks and shows initiative in managing workflow.
13. Maintain department and VP memberships.
14. Contributes to the success of the Office of Athletics by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.

About our ideal candidate

EDUCATION, WORK EXPERIENCE AND REQUIREMENTS

1. Bachelor degree strongly preferred.
2. At least two years of experience in responsible positions organizing and managing projects and/or activities is required. Experience in a university setting is preferred.
3. Strong computer skills, including facility with Microsoft Outlook, Word, Excel, and experience in preparing mail merges for large mailings required.
4. Must have excellent organizational, interpersonal and communication skills and be able to maintain composure and competence under pressure.
5. Must be able to handle highly confidential information with complete discretion.
6. Ability to work both independently and as a team member required.
7. Excellent verbal and written communication skills are required; excellent interpersonal and organizational skills are required.
8. A working knowledge of or the ability to learn and use database applications, and other systems or applications that may be used within the college or department is required.
9. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations is required.
10. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

About us

The College's health and wellness plans along with generous paid time-off benefits are in addition to rewarding employee benefits such as the tuition grant and 403(b) plan.

The employee tuition grant is a remarkable benefit that covers the cost of 100% of the College's tuition for dependent children of faculty and staff who have been employed with the college fulltime for one year. Employees can also take advantage of the benefit for themselves.

The Defined Contribution Retirement Plan is a 403(b) plan in which the college automatically contributes 7% of the eligible employee's earnings into a retirement fund whether the employee chooses to participate or not. The account has a comprehensive investment portfolio and allows the employee to control their investment choices. At 6 years of service, the employer contribution amount is elevated to 10%. Employees can choose to participate through pre-tax payroll deductions when ready!

Florida Southern College is committed to diversity and inclusion in hiring, campus life, and intellectual engagement and welcomes applications from all interested candidates. The college actively seeks a wide variety of candidates and enthusiastically looks to diversify our workforce.

Florida Southern College has a strong commitment to the principles of equal employment opportunity. The college recruits, hires, trains, transfers, promotes and compensates individuals and makes all personnel decisions without regard to race, color, religion, age, sex, sexual orientation, national origin or ancestry, marital status, veteran status, or physical or mental disability unrelated to an individual’s ability to perform the job, in accordance with applicable law.

Founded in 1883, Florida Southern College is the oldest private college in the state. The College maintains its commitment to academic excellence through 70+ undergraduate programs and distinctive graduate programs in business administration, education, nursing, and physical therapy. Florida Southern has a14:1 student-to-faculty ratio, is an award-winning national leader in engaged learning, and boasts 30 NCAA Division II National Championships. Florida Southernis ranked at#8among the “Best Regional Universities in the South” byU.S. News & World Reportin its 2022 “Best Colleges” guide and is included in The Princeton Review’s 2022 Best 387 Colleges guide and the “Fiske Guide to Colleges 2022.” The 2021-2022 Colleges of Distinction guidebook praisesFlorida Southern’s AACSB accredited Barney Barnett School of Business and Free Enterprise alongside the College’s School of Education and its Ann Blanton Edwards School of Nursing and Health Sciences.Poets&Quants, U.S. News & World Report, Fortune, and The Princeton Review further laud the Barney Barnett School of Business and Free Enterprise and the Ann Blanton Edwards School of Nursing and Health Sciences as foremost programs in the nation for business and nursing education.Home to the world’s largest single-site collection of Frank Lloyd Wright architecture, FSC has appeared on The Princeton Review’s top 20 “Most Beautiful Campus” national listing for 12 consecutive years. Connect

with Florida Southern College.

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