Administrative Office Associate

SUMMARY STATEMENT

The Administrative Office Associate is responsible for performing a wide variety of administrative duties for the Division of Athletics and the Athletic Recreation and Community Center (ARCC). Responsibility is also assigned to interacting with the general public as the first point of contact for the Division.

ORGANIZATIONAL RELATIONSHIPS

A. The Administrative Office Associate reports directly and is responsible to the Director of Athletics. In the absence of the Director, this position reports to the Coordinator of ARCC & Athletics. The position requires only general supervision.

B. This position interfaces with the division’s student workers and coordinates office volunteers.

C. The Administrative Office Associate coordinates most closely with students, ARCC & Athletics staff, coaches, and outside groups. In addition, regular contact is maintained with the Office of College Advancement, Facilities, the Finance Office, Dean of Student Affairs, and business and community leaders.

DUTIES

A. Performs administrative duties for Division of Athletics

1. Provides administrative support for Director through being the point of contact for the department, typing correspondence, taking phone messages, scheduling appointments and meetings (preparing information for such meetings), and filing.
2. Processes all bills to Finance Office and keeps records.
3. Orders all supplies and equipment.
4. Keeps and maintains files for reporting to the NJCAA, on all teams and players, to include all documentation necessary for the athlete’s eligibility.
5. Assists in scheduling all season games with other colleges for all College sponsored sports using electronic scheduling software. Preparing, submitting, receiving and filing all contracts for home games/meets.
6. Prepares and maintains records for transportation for all team away events, coordinating departure/return times with coaches, to include HCC busing, charter busing, rental car reservations and airline flights.
7. Coordinates scheduling of all officials for the home game schedules (dates/times/changes,) and reviews correctness of schedules on the athletics website.
8. Manage input of athletic website and all social media outlets and ensures sites are accessible per federal regulations.
9. Prepares check requests for meal money, lodging, and entry fees for all away contests.
10. Assists Athletic Director with assigning student athlete scholarships.
11. Prepares, distributes and files all Letters of Intents for student athletes.
12. Flags all student athletes into college systems with their appropriate sport participation cohort.
13. Assists Athletic Director with distribution of athlete grades by running appropriate reports.
14. Keeps budget for all department accounts and athletic teams.
15. Keeps record of tickets, special arrangements, etc., for special athletic events.
16. Flexes time to assist with special events as necessary to include Regional and National tournaments, annual Hall of Fame Banquet, etc.

B. Performs administrative duties to support the Athletic, Recreation, and Community Center (ARCC).

1. Serves as first point of contact for the department.
2. Orders all supplies and equipment.
3. Provides information to public regarding special activities and general information.
4. Keeps schedule of classes and events in the A.R.C.C. working with the Coordinator of ARCC & Athletics and college-wide building/room scheduling system.
5. Processes correspondence for ARCC when necessary.
6. Processes all bills to Finance Office and keeps records.

EDUCATION AND EXPERIENCE

Associates degree required or the willingness to work towards a degree if hired; 3-4 years administrative experience of a progressively more responsible nature; or any combination of experience and training which provides the required knowledge, skills, and abilities. A general knowledge of athletics is recommended.

SKILLS AND ABILITIES

Excellent interpersonal skills; strong word processing skills; ability to work within integrated computer system and various software programs; outstanding scheduling and follow-up skills; ability to communicate with tact and courtesy and to establish good working relationships with staff, students, and outside agencies; ability to work independently in the absence of detailed instructions.

WORKING ENVIRONMENT

Normal office environment involving frequent interruptions.