Lafayette College: Human Resources: Staff Positions: Athletics

Location

Easton, PA

Open Date

Lafayette College: Human Resources: Staff Positions: Athletics

Location

Easton, PA

Open Date

Sep 17, 2024

Description

The Operations Specialist is responsible for assisting with the overall internal operations of the athletic department, including travel, day-to-day operations, business management, and special events. The position will assist, lead, and coordinate a variety of administrative support functions to assist senior administration. The position interacts directly with a cross-section of campus personnel, including athletic coaches, student-athletes, staff, and faculty, if necessary. The Operations Specialist will report directly to the Senior Associate Athletic Director for Facilities & Operations.

Primary Responsibilities:

Oversee all athletic related travel for teams and staff (including prospective student-athletes and coaches recruiting), including (but not limited to) charter buses and flights, lodging, rental cars, commercial flights, ground transportation, food and beverage, and meeting space accommodations, if necessary. Be accessible and available to manage and rectify travel issues that arise.

Manage team travel calendar for the department, including detailed itineraries.

Serve as the primary contact for administrative operations as it relates to senior administration.

Assist the department by scheduling significant events, departmental meetings and establishing meeting locations.

Maintain filing systems, databases, and confidential records.

Oversee and coordinate office supply inventory.

Maintain van schedule and department EZ Pass.

Process purchase orders for the department.

Reconcile monthly credit card statements.

Assist with athletic events - set up the event, confirm catering and ancillary activities, and prepare awards as needed.

Place athletic orders in accordance with payables process in collaboration with Athletics Business Manager and campus accounting office.

Manage mail operations.

Manage the shared drive access for new athletic employees and update the department staff list.

Support game day operations as necessary.

Serve as back-up to the Athletics Office Coordinator during absences.

Other duties as assigned.

Qualifications

Minimum Qualifications:

Must have the ability to interpret and communicate institution policy and procedures as well as other associated regulations.

Must always maintain professionalism and confidentiality.

Must have integrity and a commitment to academic and athletic excellence.

Perform other related duties and tasks as appropriately assigned.

Some non-standard working hours are required for special events.

Preferred Qualifications:

Bachelor's Degree preferred.

Experience coordinating travel accommodations for individuals and large groups.

Experience with Google Suite.

Experience in administrative roles, preferably in a fast-paced and dynamic environment.

Excellent organizational skills with a strong attention to detail.

Exceptional communication and interpersonal abilities.

Strong negotiation skills for securing favorable rates and agreements.

Ability to multitask, prioritize tasks, and meet deadlines.

Application Instructions

It is the College’s intention to fill job vacancies from within the College before hiring new employees, providing employees are available with the necessary qualifications. Internal candidates who make application within 3 working days following the posting, will be considered first. Applications from candidates not currently employed by the College will not be considered in the first 3 working days following the posting and will only be considered if there are no qualified internal applicants.

Must provide your Lafayette College ID number (L#). If you do not know your Lafayette College L number, please call Human Resources at (610) 330-5060.

The position is a full-time, hourly, union appointment and includes a competitive benefits package.

Qualified applicants should submit a cover letter, their resume, and three references with contact information.